Manage users and roles in a few steps
If you already know what multi-login is and just need the “fast path”, follow this:
- Open the Users & Invitations area in workspace settings
- Send a new invitation to your teammate
- Choose the right role (Admin, Editor, or Agent)
- Review and, if needed, cancel pending invitations
- Update existing users’ roles from the Users tab
- Remove access when someone leaves the workspace
- Let admins know when new members join via email notifications
You’ll keep access secure while giving each teammate the right level of permissions.
Step-by-Step Process
1
Open the user management area
-
- Log in to your RapidPro.app workspace.
- Look at the left-hand navigation menu.
- Click the Settings icon (gear) at the bottom of the sidebar to open the workspace settings.
- On the settings screen, locate and open the section that manages Users and Invitations.
Tip: If you manage more than one workspace, make sure you’re in the correct workspace before inviting users or changing roles.
2
Invite a new user to your workspace
- Go to the Invitations tab (or equivalent section that lists pending invitations).
- Click the New or Invite user button, usually located in the top-right corner of the invitations list.
- In the invite form, enter your teammate’s email address.
- Choose the role you want to assign to this new user (see the next step for role descriptions).
- Review the details and click Send invitation.
Once sent:
- The invitation appears in the Invitations list as pending.
- The invitee receives an email with a link to create their password and access the workspace.
Warning: Always invite users with their work email, not a personal address, especially if your organization has strict data access policies.
3
Understand user roles and permissions
When you invite someone, you must choose a role. Roles define what each user can see and do in your workspace.
Editors
Editors are designed for teammates who build and manage day-to-day communication.
They can:
- Create and edit flows, campaigns, and triggers
- Start flows and send messages
- Manage contacts (update information, group membership, etc.)
- Export flows, contacts, and messages
- Import and export flows for reuse
They cannot:
- Change core workspace settings (like timezone, language, or billing)
- Manage other users’ roles or invitations
Admins
Admins have full control over the workspace.
In addition to everything Editors can do, Admins can:
- Manage users and roles (invite, update, remove)
- Change workspace settings such as language and timezone
- Configure account-level settings and integrations
Warning: Only give Admin access to people who really need it. Admins can change security and membership settings for the entire workspace.
Agents
Agents are focused on live support and ticket handling.
They can:
- View and respond to tickets or live chats
They cannot:
- Edit flows, campaigns, or triggers
- Send broadcasts or manage contacts
- Change workspace settings, users, or roles
Tip: Use Agents for support teams and call centers, Editors for program teams building flows, and Admins for workspace owners and technical leads.
4
Track and manage pending invitations
- Open the Invitations tab again.
- Review the list of all pending invitations, including:
- Invitee email address
- Assigned role
- Invitation status or date
If you sent an invitation by mistake or the user should no longer join:
- Locate the correct invitation in the list.
- Click the trash icon at the far right of the row to cancel the invite.
After the invitee accepts:
- The user disappears from Invitations.
- They appear in the Users tab as an active user.
Warning: Once an invitation has been accepted, removing that person requires revoking their access from the Users list, not the Invitations list.
5
View and update existing users
- Go to the Users tab to see all current members of your workspace.
- Use the search bar at the top of the list to quickly find a user by name or email if your workspace has many users.
- Click on a user’s name or email to open their user details.
- In the user details screen:
- Change their role (e.g., from Agent to Editor, or Editor to Admin).
- Click Save to apply the changes.
Tip: Review roles periodically, especially after staff changes or when projects end, to ensure access levels still match responsibilities.
6
Remove a user’s access to the workspace
If someone leaves the organization or no longer needs access:
- On the Users tab, locate their entry in the list.
- At the far right of their row, click the trash icon (or Remove action).
- Confirm the removal when prompted to revoke this user’s access to the workspace.
Once removed:
- The user can no longer log into this workspace.
- Their past activity (flows created, messages sent, etc.) typically remains in the history, but they lose live access.
Warning: Removing a user cannot be undone from their side. If you remove someone by mistake, you’ll need to reinvite them with a new invitation.
7
Email notifications for new users
When a new user accepts an invitation:
- Workspace administrators receive an email notification confirming that a new member has joined.
- This helps admins keep track of who has access, especially in larger teams or regulated environments.
Technical Detail: Notification emails are sent to users with Admin permissions on that workspace. Make sure at least one active admin address is monitored.
8
Using the same account on multiple devices (multi-session)
Multi-login lets you invite multiple users with their own accounts and roles. In addition, RapidPro.app also supports multi-session for a single user account.
That means you can stay logged in with the same account on multiple devices at once, such as:
- Laptop at the office
- Desktop in the control room
- Browser on your home computer
- Tablet or mobile browser in the field
There is no hard limit on the number of active sessions for one user.
Tip: Multi-session is useful if you monitor dashboards on one screen while editing flows or contacts on another.
Warning: On shared or public computers, always log out when you’re done. Multi-session keeps you signed in until you explicitly log out or your access is revoked by an admin.
To log out from a device:
- Click your profile icon / initials in the interface.
- Select Log out.
Common Issues & Quick Fixes
Problem: Invitation email not received
Fix:
- Ask them to check Spam / Junk / Promotions folders.
- Confirm that you entered the correct email address (no typo).
- Resend the invitation if necessary by removing the old invite and creating a new one.
- If your organization has strict filters, ask IT to allow emails from your RapidPro.app domain.
Problem: User accepted the invite but cannot see what they expect
Fix:
- Go to the Users tab and check the user’s role (Agent, Editor, Admin).
- If they should build flows or send messages, make sure they are at least an Editor.
- If they should manage settings and other users, assign Admin.
- Click Save after changing the role and ask the user to refresh their browser.
Problem: User can’t find their invite or logs in with the wrong account
Fix:
- Confirm which email address was invited (e.g.
name@organization.orgvsname@gmail.com). - Ask the user to log out and log back in using the same email that received the invitation.
- If they accidentally created a separate account with another email, remove that user and reinvite the correct one.