How to Join an Organization

• Tags :organization,invitation,registration,team

How to Join an Organization

If you’ve been invited to join an existing organization, you’ll need an invitation code from an organization member to create your account and access the workspace.

Prerequisites

  • Valid invitation code from an organization member
  • Valid email address
  • Secure password that meets requirements

Getting an Invitation Code

From Organization Members

Who Can Invite:

  • ADMIN users (full invitation privileges)
  • MANAGER users (can invite team members)
  • CONTRIBUTOR users (can invite others)
  • GUEST users (cannot invite others)

How to Get the Code:

  1. Request the invitation code from any existing team member (except GUEST users)
  2. The code can be found in the organization’s Admin Settings (for ADMIN users)
  3. Team members can share the organization’s invitation code directly

Invitation Code Format

  • 16-character hexadecimal code (e.g., a1b2c3d4e5f6g7h8)
  • Case-insensitive
  • Unique to each organization
  • Can be regenerated by ADMIN users if needed

Step-by-Step Joining Process

1. Access the Join Organization Page

  1. Navigate to the application’s sign-up page
  2. Select “Join an organization” option
  3. You’ll be redirected to the join organization form

2. Fill in Your Personal Details

Required Information:

  • First Name: Your first name (max 255 characters)
  • Last Name: Your last name (max 255 characters)
  • Email Address: Valid email in format name@domain.com
  • Password: Must meet security requirements

Password Requirements:

  • At least 8 characters long
  • At least one uppercase letter
  • At least one number
  • Maximum 12 characters

3. Enter Invitation Code

  • Invitation Code: Enter the code provided by your organization member
  • The system will validate the code before allowing registration
  • Invalid codes will show an error message

4. Accept Terms and Conditions

  • ✅ Required: Accept Terms and Conditions
  • ☐ Optional: Accept email notifications for updates and important information

5. Submit Registration

  1. Click the “Sign Up” button
  2. The system will:
    • Validate the invitation code
    • Create your user account with Supabase Auth
    • Link you to the organization
    • Set your default role (usually CONTRIBUTOR)
    • Create your resource profile

6. Confirmation and Access

  • Upon successful registration, you’ll be redirected to the sign-in page
  • You can now log in with your credentials
  • Your access level depends on the role assigned by the organization

What Happens When You Join

Account Creation

  • User Account: Created with Supabase authentication
  • Organization Link: Your account is linked to the organization
  • Default Role: Usually assigned CONTRIBUTOR role (can be changed by ADMIN)
  • Resource Profile: Basic profile created with your information

Organization Integration

  • Team Visibility: You become visible to other organization members
  • Project Access: Access to projects based on your role and assignments
  • Organization Settings: Inherit organization’s currency, holiday, and other settings

Initial Setup

  • Profile Creation: Basic user profile with your name and email
  • Cost Rates: Default cost structure (if applicable to your role)
  • Notification Settings: Default notification preferences

Role Assignment After Joining

Default Role

  • New members typically receive CONTRIBUTOR role
  • ADMIN users can change your role after you join
  • Role determines your access to features and data

Role Upgrade Process

If you need a different role:

  1. Contact your organization’s ADMIN user
  2. ADMIN can modify roles in Admin Settings > Users
  3. Available roles: ADMIN, MANAGER, CONTRIBUTOR, GUEST
  4. Role changes take effect immediately

Guest User Invitation (Special Process)

For guest users with limited access:

  • Organizations can generate special guest invitation links
  • These provide limited GUEST role access
  • Guests typically can only view assigned projects
  • More restricted than standard team member invitation

Guest Registration Process

  1. Use the special guest invitation link (different from standard invitation code)
  2. Fill in personal details
  3. Account is created with GUEST role automatically
  4. Limited access to organization features

Access After Joining

What You Can Access

Your access depends on your assigned role:

CONTRIBUTOR (Default):

  • Personal timesheet and task management
  • Assigned projects
  • Basic calendar features
  • Personal settings
  • Ability to invite others

MANAGER (If Upgraded):

  • Team management features
  • Project oversight
  • Time approvals
  • Most reporting features
  • CRM features (except deals)

GUEST (If Assigned):

  • Only assigned projects
  • Basic profile management
  • Limited feature access

Organization Features

  • Multi-tenant Data: Access only your organization’s data
  • Shared Resources: Projects, clients, contacts (based on role)
  • Organization Settings: Inherit currency, language, holiday preferences
  • Team Collaboration: Work with other organization members

Troubleshooting

Common Issues

Invalid Invitation Code

  • Double-check the code with the person who invited you
  • Codes are case-insensitive but must be exact
  • Contact an organization ADMIN if the code doesn’t work

Email Already Exists

  • If your email is already registered, try signing in instead
  • You might already have an account with the organization
  • Contact organization ADMIN to check your existing status

Password Requirements

  • Ensure password meets all security requirements
  • Must include uppercase letter and number
  • Length between 8-12 characters

Organization Not Found

  • The invitation code might be expired or invalid
  • Organization might have been deleted
  • Request a new invitation code

Getting Help

If you encounter issues joining:

  1. Verify Invitation Code: Confirm the exact code with your contact
  2. Check Requirements: Ensure all form fields meet validation requirements
  3. Contact Organization Admin: They can verify invitation codes and help troubleshoot
  4. Try Different Browser: Sometimes browser issues can interfere with registration

After Joining Successfully

Immediate Next Steps

  1. Complete Profile: Update your profile information in User Settings
  2. Explore Features: Familiarize yourself with available features based on your role
  3. Project Assignment: Contact your manager or admin about project assignments
  4. Team Introduction: Connect with other team members

Getting Started

  • Dashboard Access: View your personalized dashboard
  • Project Participation: Begin working on assigned projects
  • Time Tracking: Start logging time if applicable to your role
  • Team Collaboration: Engage with team features and communication

Important Notes

  • Data Privacy: You only access your organization’s data
  • Role Limitations: Your initial role may limit certain features
  • Invitation Sharing: You can invite others once you’re a CONTRIBUTOR or higher
  • Account Security: Use secure passwords and keep login credentials safe

Next Steps

After successfully joining an organization:

  1. Explore your organization’s workspace and available projects
  2. Set up your user profile and preferences
  3. Start collaborating with your team members