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Inviting someone to your organization is how you give them access to Agatabo — whether they’re a new member who will save and borrow, or a staff member who will operate the system. When you create an invitation, Agatabo builds the user’s profile, generates a secure activation link, and delivers it by email, SMS, or a manual link you share yourself. Roles are assigned separately after the account is created, so the invitation step focuses purely on getting the person into the system.

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Before You Begin

Make sure you have the following ready before starting:
  • Permission: You need the organization_users:write permission. This is held by Administrators by default.
  • User information: Full name and phone number (required); email address (optional but recommended).
  • Notification channel: Confirm whether email or SMS notifications are enabled in Settings → General, or be prepared to share the activation link manually.
  • No duplicates: The person must not already have an account in your organization. Search Organization Users first if you are unsure.
Roles are assigned after invitation. You cannot assign a role during the invitation step. Once the account is created, navigate to the user’s Roles tab to assign Member, Treasurer, or any other role.

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Invitation Process

1

Open Organization Users

Click Organization Users in the left sidebar to open the full user list.
2

Click 'Add Organization User'

Select the Add Organization User button (typically in the top-right corner of the page). The invitation form opens in a dialog.
3

Fill in the user's information

Complete the following fields:
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Name
string
required
The person’s full name as a single field (for example, Jane Uwase). This cannot be changed easily after creation, so verify the spelling.
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Join Date
date
required
The date the person officially joined your organization. You can backdate this if needed.
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Phone
string
required
Mobile phone number including country code (for example, +250788123456). Used for SMS notifications and as a login credential.
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Email
string
Email address for login and notifications. Optional — users can log in with either email or phone number.
Name, phone number, and email address cannot be easily edited after the account is created. Double-check all three fields before saving.
4

Choose your invitation delivery method

Toggle the Send Invitation switch to control how the activation link is delivered:
  • On + email provided + email notifications enabled → Agatabo emails the activation link automatically.
  • On + no email + SMS notifications enabled → Agatabo sends the link via SMS to the phone number.
  • On + neither channel enabled → Agatabo displays a copyable link for you to share manually (e.g., via WhatsApp or in person).
  • Off → The user account is created with no invitation sent. Copy the link later from the user’s profile.
5

Submit the form

Click Add Organization User. Agatabo creates the profile, generates a secure activation token, sends the invitation (if configured), and shows a confirmation message with the delivery method used.
6

Assign roles

Open the newly created user’s profile, navigate to the Roles tab, and click Assign Role. Select the appropriate role — Member, Treasurer, or another custom role — and save. Permissions take effect immediately.

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How Invitations Are Delivered

If the user has an email address and email notifications are enabled in Settings → General, Agatabo sends an email containing:
  • Your organization’s name
  • A personal greeting with the user’s name
  • An activation link that expires in 72 hours
  • Instructions for setting a password
Ask the user to check their spam or junk folder if the email does not arrive within a few minutes.

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The Invitee’s Activation Experience

After receiving the invitation, the new user follows these steps to activate their account:
1

Click the activation link

The link opens the Agatabo account setup page in a browser.
2

Set a password

The user creates a secure password (minimum 8 characters). This is the only setup step required.
3

Log in

The user is automatically logged in after setting their password and can begin using Agatabo immediately with whatever roles you have assigned.
The activation link expires 72 hours after it is generated. If the user does not activate in time, resend the invitation from their profile (see Resending Invitations below).

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Viewing and Resending Pending Invitations

Track the status of all outstanding invitations directly from the Organization Users list. Each user shows one of three invitation statuses: Pending, Accepted, or Revoked.
1

Open Organization Users

Click Organization Users in the sidebar to see all users and their invitation statuses.
2

Identify pending users

Users who have not yet activated their accounts appear with a Pending status indicator.
3

Resend the invitation

Click on the user’s name to open their profile, then click Resend Invitation. Agatabo revokes any previously issued links, generates a fresh activation token, and sends a new invitation through the same delivery channel (email, SMS, or manual link).
Once a user has accepted their invitation and activated their account, the Resend Invitation option is no longer available. If they cannot log in, they should use the self-service Forgot Password flow on the login page.

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Common Issues

Cause: The email address or phone number you entered is already associated with an existing account in your organization.What to do:
  1. Search Organization Users to find the existing account.
  2. If the account was deactivated, reactivate it instead of creating a new one.
  3. If this is genuinely a different person, they need a unique email address and phone number — Agatabo prevents duplicate accounts to preserve data integrity.
Possible causes: Notifications are not enabled, the email address has a typo, or the email landed in spam.What to do:
  1. Go to Settings → General and confirm that Enable Email or Enable SMS is toggled on.
  2. Open the user’s profile and verify the email address or phone number for typos.
  3. Ask the user to check their spam or junk mail folder.
  4. Click Resend Invitation from the user’s profile once you have corrected any issues.
  5. If no notification channel is available, copy the invitation link from the confirmation screen and share it manually.
Cause: You do not have the organization_user_roles:assign permission, or you are attempting to assign the Administrator role through the standard Roles tab.What to do:
  • For general role assignment: contact your Administrator and ask them to grant you the organization_user_roles:assign permission.
  • For the Administrator role specifically: this role cannot be assigned through the normal Roles tab. Contact a system Administrator to use the dedicated admin assignment function.

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After the Account Is Activated

Once a member has set their password and logged in, your next steps are:

Record Entry Fees

Collect and record the one-time membership fee if your organization charges one.

Managing Users

Update roles, deactivate accounts, or resend invitations as circumstances change.