Invites and team

Tenants are multi-user. Invite teammates from the Team page; they accept by following the link in their email and creating a password.

Send an invite

1. Sidebar → Team.
2. Click Invite member.
3. Enter their email + select a role (member, admin, or owner — see 10-setup-account-tenant.md).
4. Click Send invite.

The invitee receives an email containing a single-use invite link. The link is valid for 7 days.

Free tier is capped at 3 users per tenant. If you've already used your three slots the Invite member button is disabled with a tooltip pointing at the upgrade page.

Pending invites

The Team page lists pending invites separately from active members. From here you can:

• Copy invite link — useful when the invitee says they didn't get the email
• Resend email — re-issues the same token (the original link still works)
• Revoke — kills the link; the invitee gets invite-revoked if they try to use it

Accepting an invite (what the invitee sees)

The link drops them at https://activitylog.com/portal/accept-invite?token=…. They:

1. See a confirmation of the tenant they're joining and the role you've assigned.
2. Set a password (≥ 12 chars).
3. Land on the Dashboard already signed in.

If their email matches an existing account, they're prompted to sign in instead — adding the new tenant membership to the existing account. They can switch between tenants via the top-right tenant picker.

Errors the invitee might see

Slug	Meaning	Fix
invite-not-found	Token doesn't exist	The admin probably regenerated; ask for a fresh link
invite-expired	Older than 7 days	Ask for a fresh link
invite-revoked	Admin clicked Revoke	Ask for a fresh link
invite-already-accepted	Token was already redeemed	The user is already in — they should sign in normally

Removing a user

Team → click the user → Remove. They lose access immediately; their browser session is invalidated on the next API call. Their previously-ingested data is unaffected.

If the user is an owner, the system blocks removal until at least one other owner exists. Promote someone first.

Changing roles

Team → click the user → Edit role. Adding or removing the admin bit takes effect on their next page load.

The TOTP requirement and per-action re-prompt only apply to Fyin staff in the operator portal (/portal/admin/). Customer tenant admins have the standard customer session security — see 40-totp-setup.md for what's available customer-side.

Audit trail

Every invite-issued, invite-accepted, invite-revoked, role-changed, and user-removed event is recorded in the tenant audit trail and surfaces under Audit in the admin portal (for Fyin staff) or via GET /admin/audit if you're querying the API directly. Customer-side audit-trail visibility is on the roadmap; today operators see it via support.

Best practices

• One admin per environment, at least. If only one human can administer the tenant, lockout becomes a support call.
• Auditors / read-only contractors get member. They can query and view dashboards without risk of accidentally revoking a production token.
• Revoke before you offboard. When someone leaves the company, remove their user before the deprovisioning happens — otherwise their email might bounce a few attempts before lockout.

What's next

Goal	Doc
Enable two-factor on your account	40-totp-setup.md
Understand operator (Fyin-staff) admin features	80-admin-portal.md
See what someone did	(audit-export — coming soon)

Troubleshooting

The invitee never got the email. Check spam first; we send via Microsoft Graph and most enterprise filters pass it cleanly, but transactional email is never guaranteed. From the Team page click Copy invite link and send it directly.

invite-already-accepted but the user says they didn't accept. Someone with access to their email might have. Check the Audit entry for the invite — it logs the accepting account's IP. If suspicious, immediately revoke their portal session (Team → user → Force sign-out) and have them reset their password.

I want to remove the last owner. You can't from the customer portal. Promote another member to owner first, or contact Fyin support for an operator-side change.