Members

The Members page lets Admins manage who has access to your Realm9 organisation — inviting new users, assigning roles, approving sign-up requests, and handling pending invitations.

Path: /members

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Members List

The Members page has three tabs:

All Members

A table of all active members in the organisation, with search (name/email), and filters by role and status. Results are paginated.

Columns:

• Name — displays an Owner badge for the organisation owner and an SSO provider badge (e.g. SSO (Okta)) for users who authenticated via SSO
• Email
• Role — editable inline dropdown (Admins only); hidden (read-only) for suspended users — reactivate them first to change their role
• Status — Active, Suspended, Locked, Pending Approval, or Email Verification Pending
• MFA — whether the user has multi-factor authentication enabled
• Last Login — when the user last signed in
• Joined — date the user was created in the organisation
• Actions — change role, suspend, unlock (for locked accounts), remove

Pending Approvals

Users who have verified their email but are waiting for admin approval to join the organisation (applies when a domain is configured with Require Approval enabled, or when open sign-up is enabled). Columns:

• Name, Email, Role, Requested Date, Email Verification Status
• Approve / Reject actions per row
• Bulk actions — select multiple users with checkboxes to approve or reject in one action

Rejected users are permanently removed (they can re-apply later). Approved users are immediately granted access.

Invitations

Pending invitations that have been sent but not yet accepted. Columns:

• Recipient email, Role, Invited By, Date Sent, Status (Active / Expired)
• Copy Link — copy the invite URL to share directly
• Cancel — revoke the invitation

Invitations expire after 7 days. There's no resend action for an expired invitation — cancel it and send a new one instead.

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Inviting Members

1. Click Invite Member
2. Enter the recipient's email address
3. Select a role
4. Click Send Invitation

The recipient receives an email with a sign-up link. The invitation counts toward your organisation's user limit immediately, and invite creation itself is blocked if your licence's seat limit is already reached.

If an active invitation already exists for that email, sending another invite fails rather than creating a duplicate — cancel the existing invitation first if you need to resend it.

The Super Admin role cannot be granted through an invitation — it can only be assigned directly to an existing user, by another Super Admin.

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Roles

Realm9 uses role-based access control. Roles are assigned per user and apply across the entire organisation.

Note: A Manager role exists in the system for legacy compatibility but is deprecated. Do not assign it to new users — use Provisioner or Admin instead.

Changing a Member's Role

Select a new role from the dropdown in the Role column. Role changes are subject to these rules:

• You cannot change the organisation owner's role
• You cannot change your own role
• You cannot manage a user whose current role is already equal to or higher than yours (the org owner is exempt from this restriction and can manage anyone)
• Only Super Admins can assign the Super Admin role
• The last Admin in an organisation cannot be demoted

Changing a user's role immediately signs them out of all their active sessions (they'll need to log in again), in addition to an email notification.

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User Statuses

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Suspending and Reactivating Members

Suspend: Disables the user's access immediately and signs them out of all active sessions. The user cannot log in or access any resources. All their data (bookings, settings, history) is preserved. Cannot suspend the organisation owner or yourself.

Reactivate: Restores access. Reactivation checks whether your current licence allows additional active users.

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Removing Members

Click Remove to permanently delete a member from the organisation. This action:

• Hard-deletes the user record
• Cannot be undone
• Is blocked for the organisation owner and the last Super Admin

For temporary access removal, use Suspend instead of Remove to preserve the user's history and data.

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Domain-Based Sign-up

Configure which email domains can join your organisation without an invitation under Settings → Organisation:

• Add a domain — verify ownership by entering a code sent to an email at that domain
• Auto Sign-up — once a domain is verified, users with matching email addresses can self-register
• Require Approval — self-registered users land in the Pending Approvals tab instead of being activated immediately
• Disable Open Sign-up — block all new registrations; only invited users can join

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SCIM Provisioning

If your identity provider supports SCIM 2.0, you can automate user provisioning and deprovisioning. Configure SCIM under Settings → SSO → SCIM.

SCIM provisioning is available on the Enterprise tier and above. See Configuration for setup details.

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User Limits

Your licence tier defines the maximum number of active users. Realm9 counts active users and pending invitations toward this limit:

• Suspending a user frees up a slot
• Rejected or cancelled invitations free up a slot
• A warning is shown when approaching the limit
• The limit is actively enforced at several points, not just reactivation: sending a new invite is blocked if there's no room, and approving a pending user (individually or via bulk approve) is blocked or partially rejected if it would exceed your active-user limit

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Role-Based Access

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Next Steps

• Configure SSO & SCIM
• Configure Approval Workflows
• View Audit Logs