Inviting members and managing your organisation

Members are invited from "Members", under "Management" in the sidebar. An invite that does not arrive can be resent from the same screen, and one sent to the wrong address can be revoked. Taking somebody off the organisation is not a delete: it is a change of status to "Suspended". You can also leave an organisation yourself.

Invites go out from "Management", then "Members"

1. Open "Members" under "Management" in the sidebar. The menu is there only with the member:admin permission.
2. Fill in a display name and an email address under "Invite a member", then press "Send invite".
3. The person opens the link in the invite email and confirms joining.

Those two fields are all you get to specify. There is no role to pick: everyone who accepts an invite joins as an ordinary member, on the role key member. If the person has no account yet, the display name you enter becomes the display name of the account created when they accept, and guests see it on booking pages and in emails. A warning appears under the fields if it looks like an email address or a URL, or runs past 60 characters, though the invite can still be sent. The person can change it later in "Account settings".

The invitation URL is not shown on the administrator screen, and there is no way to pass it on other than the email. The link is good for seven days.

An address that already belongs to the organisation, or that has an invite pending, cannot be invited again: the screen says "This email address is already a member of this organization, or has a pending invite." A message saying instead that "the email could not be sent" still leaves the invite itself valid.

The person invited opens the link and confirms

If the invited address already has a Tokiawase account, there is no password to set. The person signs in and presses "Join this organization".

If there is no account on that address yet, they set a password on the invitation screen and the account is created there. No confirmation email arrives in that case.

Opening the link while signed in as somebody else is refused: "This invite is for a different address. Please sign in with the invited address."

If the invite email does not arrive, work down this list

• The recipient's spam folder
• A typo in the address you entered
• Restrictions on what the recipient accepts
• Whether seven days have gone by since you sent it. An expired link says "This invitation URL has expired."

Resend an invite that did not arrive, and revoke one sent by mistake

An invite you have sent does not appear in the member list until the person has confirmed joining. Until then it is listed under "Pending invites" on the same screen, with its expiry and when it was last sent.

Taking a member off means setting the status to "Suspended"

The only things you can change about a member are the role key and the status. There is no delete. To take somebody off, set the status to "Suspended"; you can put it back to "Active" later.

The member-count condition on each plan is in How pricing works.

By default, an ordinary member has only the permissions needed for scheduling

A permission is a resource paired with an action. The "Permissions" screen lists eleven resources, "Member", "Scheduling event" and "Team booking host assignment" among them, and three actions: "View", "Edit" and "Manage" ("Team booking host assignment" has "Edit" only).

Role permissions are changed under "Management", then "Permissions" (the permission:admin permission is required). tenant-admin is reserved and cannot be changed. Adding permissions is a Business plan feature.

Hand things over before the person in charge leaves

How connections work is covered in Connecting your calendar and meeting tool. A booking type that still has the departing person as its host goes on relying on that person’s connection, both for working out the free slots and for issuing the meeting URL.

• Adding somebody under "Share (co-administrator)" on the booking type lets them edit it, but the host cannot be reassigned
• The person taking over creates the booking type again and hands out the URL under their own public handle
• Scheduling already under way is recreated to move the host
• "Member availability" sessions are visible only to whoever created them, so note the results down

You leave an organisation yourself; closing an account goes through us

To leave an organisation, open "Account settings" and press "Leave this organization". Only the organisation you have open at the time is left. Your account, your scheduling data and your memberships elsewhere stay, and your sign-ins for that organisation end. In that organisation’s member list you then show as "Suspended". You cannot leave the workspace created automatically with your account (your display name followed by " の workspace"), or an organisation that is your last active membership. If you are its last tenant administrator, make another member a tenant administrator first. There is no operation for deleting your account.

Disconnecting a calendar is something you can do yourself, from "Integrations". Any other deletion request is handled at tokiawase@classact.co.jp, as the Privacy policy says. Except for what law and auditing require us to keep, the data is deleted or anonymised within a reasonable period.

The organisation name is visible to the people you invite

Creating an account creates one organisation automatically. Its name is your display name followed by " の workspace", and whoever created it becomes tenant-admin. The name can be changed under "Management", then "Organization settings".

With two or more memberships, "Choose an organization" comes up after signing in, and "Switch organization" in the header moves you between them. Switching reloads the screen, and unsaved edits are lost.