Invite your team & assign roles
You bring people into Oho by inviting them by email. Each person receives their own activation link, sets up their account, and lands in Oho with the role — and the access — you chose for them. Only a Super Admin can invite people or change roles: Settings → Access is the one section the Admin tier doesn't reach.
Not sure which role fits whom? See Roles & access for what each role can do.
If your organisation has SSO switched on, accounts can be created automatically the first time someone signs in with your company login — so you may not need to invite everyone by email. You still assign roles and organisation scope here either way.
Everyone on your team signed in with the right role, and each of them seeing only the organisations they're responsible for.
Step 1: Open Users & Groups
Open Settings (the gear icon), then go to Access → Users & Groups. You'll see three tabs — Users, Groups, and Pending — with the people already in Oho on the Users tab.
The Groups tab already lists a group per organisation. You don't need it to invite anyone, and you shouldn't assign access through it — Groups explains what's in there and why.
Step 2: Open the invite dialog
Click Invite Users (top left of the list). The Invite users dialog opens.
Step 3: Choose the role
Pick the role for the people you're about to invite from the role selector at the top:
- Admin — full control of compliance within assigned organisations.
- Manager — day-to-day compliance within assigned organisations.
- Observer — read-only access.
Invite people role by role — everyone in a single batch gets the same role, so send Admins in one batch and Managers in another.
Super Admin isn't in the list. It's the tenant-wide technical tier, and only an existing Super Admin can create another one, so it never appears in a dropdown anyone else can reach.
Step 4: Scope the invite
All three roles in the selector are scoped, so for every one of them two extra choices appear:
- Organisations — tick the organisations these people are responsible for. They'll only see workers and compliance in the ones you select. (Pick at least one.)
- Workflow — tick Recruit, Continuous checks, or both, to decide which side of Oho they can use. (Pick at least one.)
An Admin is not tenant-wide. Tick every organisation if they're meant to run compliance across the whole business — leaving one out means they can't add workers to it, and won't see its fetch requests, police checks or compliance figures. Only Super Admin sees every organisation without being assigned to it, and organisations added later aren't added to anyone's scope automatically.
Step 5: Add the email addresses
In the Invite by email field, type each person's email address and press Enter, or paste a list separated by commas. Each invitee gets their own unique activation link — there's no shared URL to pass around. Any address that doesn't look valid is flagged so you can fix it before sending.
Step 6: Send
Click Send. Oho emails everyone on the list a link to activate their account. You'll see a confirmation once the invites go out.
Ask the person to check their spam folder. You can confirm the invite was sent — and re-send if needed — from the Pending tab (next).
Track and manage pending invites
The Pending tab lists everyone who's been invited but hasn't activated their account yet, along with the role and organisations they were invited with. Use it to check who's still outstanding before you chase people up.
Send someone a fresh link from here if the first one went astray. A fresh link invalidates the earlier one, so point them at the newest email. Once an account is activated the person leaves this tab, and an invitation is no longer the tool — a second invitation to an address that already has an account is rejected. Use Reset Password on the Users tab instead, or see Sign-in and two-factor authentication if the problem is the authenticator rather than the password.
What happens when they sign in
The organisations and workflows you picked apply from the moment they activate their account — there's nothing for them to choose. If someone tells you they can't see workers they expect, check their Organisation column on the Users tab rather than their role. See First sign-in.
Change someone's role later
Roles aren't fixed. On the Users tab, find the person and change their role from the role control on their row; Oho asks you to confirm the change. This is how you promote a Manager to Admin, or move someone to read-only Observer access. Changing the role doesn't change which organisations they can see — for that, and for workflow access, password resets and removing an account, see Manage your users.
What's next
- Manage your users — change someone's organisations, workflows or role later on
- Roles & access — a full breakdown of what each role can do
- Set up SSO — let your team sign in with your company login
- Organisations — set up the groups you'll scope people to