Team Management - Disclosurely User Roles & Access

Invite team members, assign roles (Admin, Case Handler, Reviewer), and manage permissions. Configure role-based access control for your investigation team.

Team Management

Manage your team members, assign roles, send invitations, and control access to your Disclosurely organization.

User Roles Overview

Disclosurely uses role-based access control with four primary roles:

Admin

Full system access including:

• All reports and cases
• Team management (add/remove users)
• Organization settings
• Billing and subscription management
• Custom domain configuration
• All compliance modules
• System configuration

Best for: IT administrators, compliance officers, system owners

Org Admin

Organization-level administration:

• View and manage all reports
• Team management (invite/remove members)
• Organization settings
• Custom branding
• Compliance management
• Analytics and reporting
• Cannot modify billing

Best for: HR directors, legal team, department heads

Case Handler

Day-to-day case management:

• View assigned reports
• Update report status
• Add case notes
• Send messages to whistleblowers
• Assign reports to team members
• Access analytics
• Cannot modify organization settings

Best for: Investigators, compliance team, case managers

Reviewer

Read-only access:

• View assigned reports
• Read messages and notes
• Access analytics
• Cannot modify cases or settings

Best for: Auditors, oversight roles, board members

Inviting Team Members

Send an Invitation

1. Navigate to Dashboard > Team
2. Click "Invite Team Member" button
3. Fill in invitation form:
   • Email Address: Invitee's work email
   • Role: Select appropriate role
   • First Name: Optional, personalizes invitation
   • Last Name: Optional
   • Custom Message: Optional welcome message
4. Click "Send Invitation"

What Happens Next

Invitee Receives:

• Email with invitation link
• Information about your organization
• Role assignment details
• Expiration notice (7 days)
• Instructions to create account

Invitation Process:

1. Invitee clicks link in email
2. Creates Disclosurely account
3. Sets up password
4. Automatically added to your organization
5. Role is assigned

Managing Invitations

View Pending Invitations:

• Navigate to Team > Invitations
• See all pending invitations
• Check status and expiration

Resend Invitation:

• Click Resend next to expired invitation
• Generates new invitation link
• Resets 7-day expiration timer

Cancel Invitation:

• Click Cancel next to pending invitation
• Invitee can no longer accept
• Can send new invitation if needed

Managing Team Members

View Team Members

Navigate to Dashboard > Team to see:

• All active team members
• Their roles
• Last login date
• Account status
• Contact information

Edit Team Member

Change Role:

1. Click on team member
2. Select "Edit Role"
3. Choose new role
4. Click "Save"
5. Changes take effect immediately

Update Information:

• Edit name, email (requires verification)
• Update phone number
• Modify department or title

Deactivate Team Member

When employee leaves:

1. Click on team member
2. Select "Deactivate Account"
3. Confirm deactivation
4. User loses access immediately
5. Can be reactivated later if needed

What Happens:

• User cannot log in
• Assigned cases remain
• Audit history preserved
• No data is deleted
• Subscription seat freed (Pro/Enterprise)

Remove Team Member

Permanently remove:

1. Click on team member
2. Select "Remove from Organization"
3. Type member's email to confirm
4. Click "Remove"

What Happens:

• User removed from organization
• Cannot access your data
• Audit logs maintained
• Assigned cases need reassignment

Role Permissions Matrix

Best Practices

Onboarding New Team Members

1. Send invitation with role appropriate to duties
2. Provide training on platform usage
3. Assign test case for practice
4. Share documentation links
5. Set up 1-on-1 to answer questions
6. Monitor first cases for quality

Team Structure Recommendations

Small Organization (1-10 employees):

• 1 Admin
• 1-2 Case Handlers

Medium Organization (11-100 employees):

• 1-2 Admins
• 1 Org Admin
• 2-4 Case Handlers
• 1 Reviewer (optional)

Large Organization (100+ employees):

• 2-3 Admins
• 2-3 Org Admins
• 5-10 Case Handlers
• 2-3 Reviewers

Security Best Practices

✅ Review team access quarterly ✅ Remove access immediately upon employee departure ✅ Use principle of least privilege (minimum necessary access) ✅ Require strong passwords ✅ Enable MFA for administrators ✅ Monitor login activity ✅ Regular training on data handling

Troubleshooting

Invitation not received:

• Check spam/junk folder
• Verify email address is correct
• Resend invitation
• Try different email address

Can't change someone's role:

• Ensure you have Admin or Org Admin rights
• User must not be only Admin (keep one Admin always)
• User must be active

Team member can't access cases:

• Verify their role permissions
• Check if cases are assigned to them
• Ensure account is active
• Check for system-wide access issues

Billing Impact

Pro Plan:

• Seats included: 5 team members
• Additional seats: £5/user/month
• Add/remove users anytime
• Prorated billing

Enterprise Plan:

• Custom seat count
• Volume discounts available
• Annual billing options
• Dedicated support

See Subscription & Billing for details.

Next Steps:

• Organization Settings
• User Guides
• Security & Access Control