User Management
Invite team members, manage roles, and handle user onboarding and offboarding.
Invite Users
Inviting new team members to your TestKase organization is a straightforward process. You can invite users by email, assign them a role upfront, and track the status of pending invitations.
Step-by-Step Invitation Flow
- Switch the left sidebar to Organization and open Members. Only the organization Owner or an organization Admin can send invitations.
- Use the invite form at the top of the page — it is inline, there is no separate "Invite User" button or dialog.
- Enter one or more email addresses, separated by commas. Bulk invites are supported.
- Select the organization role — Admin or Member — and tick the products the invitee should be able to reach (see Role Types above for guidance).
- Click Send Invite. The system will dispatch an email invitation to each address.
Email Invitation Details
The invited user will receive an email containing a link to join your organization. The email includes the name of your organization and the role they have been assigned. When the user clicks the link:
- Existing TestKase users are added to your organization immediately — and taken out of the organization they are in now. Read the warning below before inviting one.
- New users will be guided through the TestKase sign-up flow first. Once they complete registration, they are automatically added to your organization with the assigned role.
Accepting an invitation permanently deletes the invitee's own organization.
TestKase gives each user exactly one organization. The moment an existing user accepts your invitation:
- if they own an organization, that organization is permanently deleted — its projects, test cases, cycles, results and attachments, every member's access to it, and its subscriptions are cancelled;
- if they are only a member of another organization, they are detached from it and lose access to it.
None of this can be undone. The invitation email states it before they click. If you are inviting someone who already has a TestKase organization they want to keep, ask them to transfer its ownership to a colleague first.
Pending Invitations
Pending invitations are not a separate screen. They appear as rows in the same Members table, with Pending in the Status column — set the status filter to Pending to see only those. Each pending row carries two icon actions on the right:
- Resend invitation (the circular-arrow icon) -- re-send the invitation email if the original was missed or has expired.
- Remove (the bin icon) -- revoke the invitation before it is accepted. The invitation link becomes invalid and the Test Management seat it was holding is returned.
Manage Users
Once users have joined your organization, you can manage their roles, review their access, and remove them if needed. All user management actions are performed from the Organization -> Members page.
User List
The Members table lists everyone in your organization, accepted and invited alike, in six columns:
| Column | What it shows |
|---|---|
| Name | The user's display name |
| The address they were invited on | |
| Org Role | Owner, Admin or Member. (Project Admin, User and Guest are project roles, assigned per project, and do not appear here.) |
| Products | Which products the user may reach — Test Management, Accessibility, Automate, Live, Visual |
| Status | Active, Pending or Expired. The Owner's own row also reads Active. |
| Actions | Edit access, resend invitation (pending only) and remove |
Name, Email, Org Role and Status are sortable, and the filter bar above the table narrows by
role, product and status. There is no join-date column. A pending invitee shows - as their name
until they accept, and Edit access is unavailable on pending rows — cancel the invitation and
send a new one if you picked the wrong role or products.
Changing a User's Role
To change a user's organization role:
- Find the user in the Members table.
- Click the pencil icon in the Actions column (tooltip Edit access).
- In the dialog, set Organization Role to Member or Admin, and tick the products they should be able to reach. Choosing Admin selects every product and locks the tick boxes — an organization Admin always has access to all of them.
- Save. The change takes effect immediately across all projects.
Project roles (Project Admin / User / Guest) are not set here — see Managing Project Members.
Removing a User
To remove a user from your organization:
- Find the user in the Members table.
- Click the bin icon in the Actions column (tooltip Remove). The Owner's row has no Remove action.
Remove takes effect on the first click — there is no confirmation dialog. The row disappears immediately and the removal is sent to the server straight away. Check the row before you click. Removal is not destructive to their work (see below), and you can re-invite them, but they lose access at once.
What Happens When a User Is Removed
When you remove a user from your organization:
- Access revoked -- The user loses access to all projects in the organization immediately.
- Data preserved -- All artifacts they created (test cases, execution results, comments, attachments) remain intact and are attributed to their account.
- Assigned items unaffected -- Test cases or cycles assigned to them retain the assignment record for audit purposes, but the user can no longer act on them.
- Re-invitation possible -- You can re-invite the user at any time. They will rejoin with the role you assign in the new invitation, not their previous role.
Questions
▶Does a pending invitation use a seat?
A pending invitation holds a Test Management seat from the moment you send it. The seat is returned when you cancel the invitation with Remove, or when the daily sweep marks it Expired once its 7 days are up — not when the invitee ignores it. A bulk invite is refused outright if you do not have a seat for every address in the list. See Seat Quota.
▶What happens if nobody accepts an invitation?
Invitations expire after 7 days. If a user does not accept within that window, you can resend the invitation from the Pending section.
▶When do role changes take effect?
Role changes — both organization roles and project roles — can only be made by the organization Owner or an organization Admin. A Project Admin who is an organization Member cannot change anyone's role, at either level.
▶How do I remove the Organization Owner?
You cannot remove the Organization Owner. To change the Owner, use the Transfer Ownership feature first.
▶How many people can I invite?
The number of users you can invite depends on your plan: Always Free supports up to 3 users, Premium covers 4 to 100 seats, and Enterprise covers anything above 100 seats at a negotiated price. Visit the Pricing page for per-seat pricing and upgrade options.