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 the following 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)
• Status — Active, Suspended, or Locked
• Joined — date the user was created in the organisation
• Actions — change role, suspend, 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. Expired invitations cannot be accepted but can be re-sent.

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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.

If an active invitation already exists for that email, Realm9 will offer to re-send the existing link rather than creating a duplicate.

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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 assign a role equal to or higher than your own (unless you are the org owner)
• Only Super Admins can assign the Super Admin role
• The last Admin in an organisation cannot be demoted

The affected user receives an email notification when their role changes.

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User Statuses

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Suspending and Reactivating Members

Suspend: Disables the user's access immediately. 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

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Role-Based Access

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Next Steps

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