Inviting members and managing your organisation

Members are invited from "Members", under "Management" in the sidebar. Once an invite has gone out, an organisation administrator can neither resend it nor cancel it. Taking somebody off the organisation is not a delete either: it is a change of status to "Suspended".

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.

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."

Resending and cancelling are not available to an organisation administrator

An invite you have sent does not appear in the member list until the person has confirmed joining.

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.

An ordinary member holds every permission in the organisation by default

A permission is a resource paired with an action. There are twelve resources, member, schedule-event, billing and integrations among them, and three actions: "View", "Edit" and "Manage".

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
• "Team availability" sessions are visible only to whoever created them, so note the results down

Closing an account and leaving are handled by getting in touch

There is no operation for deleting your account, and none for taking yourself out of an organisation. A membership can only be taken off by somebody holding member:admin.

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.