Inviting your team

Roiva works best when the people who run an initiative, and the people who sign off its value, are in the account.

Invite people

Organization Settings → Members → Invitations. Enter an email address, pick a role, and choose Send Invite. (The Invite Member button on the Members tab takes you there.) Only Owners and Admins can open Organization Settings.

Seats are limited only on the Free plan, which holds 10 people. Paid plans don't limit seats unless your agreement sets a number, so the people who enter figures and the people who approve them can all have their own login. An invitation holds a seat from when you send it until it's accepted, expires or is revoked, so a full account can't send more invitations than it has room for. When the account is full, the invite form says so.

Roles

There are three roles:

• Owner — everything, including billing and deleting the account. The Owner role can't be given by invitation.
• Admin — everything except billing and deleting the account: invite and remove people, change settings, connect integrations, approve value and approve the Board Brief's management commentary.
• Member — create and edit initiatives, record costs and value, submit value for review, run assessments. Members can't open Organization Settings or connect integrations, and approve value only where they're named as an initiative's approver. Members can write or draft the Board Brief's management commentary, but only an Owner or Admin approves it.

Every role can see every initiative in the account. Role permissions reference, below the list on the Members page, shows what each role can do.

Changing someone's role

On Organization Settings → Members, open the … menu at the end of the person's row and choose Change Role. Pick Admin or Member, then choose Save role. The change takes effect straight away, and the person gets a notification with their new role.

• Owners and Admins can move anyone between Admin and Member, other Admins included.
• Nobody can change their own role: your own row has no menu. Ask another Owner or Admin.
• Only an Owner can make someone an Owner: choose Change Role on an Admin's row and pick Owner, or invite them as an Owner. Make a Member an Admin first. Roiva Support can also restore an Owner to an account whose Owners have all left. An Owner can also move another Owner to Admin or Member. Nobody changes their own role, and the account's last Owner can't be moved, so it always keeps one. The other Owners are notified whenever the Owners change, as when someone is made an Owner, joins as one, or an Owner leaves, and they can't switch those notices off.
• Give the account more than one Owner. Approving above the senior approval threshold, the approval controls and billing are the Owners' alone, so with one Owner they all wait while that person is away. A sole Owner sees a reminder in their Inbox once there's an Admin they could make an Owner. To hand ownership over entirely, make the new person an Owner, then have them move you to Admin.

Each change is recorded in the audit log. API tokens don't depend on role, so a token someone issued keeps working after their role changes; revoke it under Organization Settings → API Access if it should stop.

Invitations you've sent

Organization Settings → Members → Invitations lists every invitation with its status: Pending while it waits for an answer, Expired once its 7 days pass without one, Accepted once the person joins, and Revoked once you cancel it, which stays on the list as a record.

• On a pending or expired invitation, Resend sends it again and restarts its 7-day expiry, and Revoke cancels it.
• An expired invitation gives its seat back, so resending one needs a free seat.
• An accepted invitation stays on the list as a record, with nothing to resend or revoke. Manage the person on the Members page.

Someone already has their own Roiva account

They can accept the invitation while signed in to it, as long as the invitation went to the email address they sign in with. They keep their own account and join yours too, and move between the two with Switch Account in the menu under their name at the bottom of the sidebar. A session signed in through an organization's own single sign-on stays in that organization's account; to open the other, they sign in to it (see Sign-in and security).

Single sign-on and two-factor

Anyone can sign in with Google or Microsoft unless your organization allows only single sign-on. On any plan, an Owner or Admin can verify your domain and add your identity provider under Organization Settings → Single Sign-On: Okta, Microsoft Entra ID, OneLogin, Auth0 or Ping Identity over SAML, or Okta and Microsoft Entra ID over OAuth. Your provider signs in only people whose email is on a verified domain. Organization Settings → Security can require two-factor authentication for everyone and allow sign-in only through your identity provider for people on your verified domains, turning off passwords, Google and Microsoft for them. Once it does, people you invite on those domains accept by signing in through your provider. See Sign-in and security.

Approvers

Who approves an initiative and its value is set on each initiative (see Approving value and initiatives). Anyone going on leave can hand their approvals to a colleague under Profile → Delegations.