Managing people

Everything on this page happens on Dashboard, the screen you land on when you sign in.

The Portal calls the people you invite owners, and the word is doing work: they own the details, and you hold a permission to see them. Every owner sits in exactly one sphere.

This page covers putting people into your workspace and taking them out of it. Sending the invitations, chasing the ones that go unanswered and reading what comes back are day-to-day work, and they are in the Operator guide — as an administrator you do that side too.

Getting people into a sphere

Two ways. Add owner puts one person in, by name and email address. Generate invite link publishes a link that lets people add themselves to a sphere you pick — useful when there is no list to work from.

Either way you end up with a row and an invitation waiting to be answered, and nothing you can read until it is. Both are day-to-day work and both are set out in Invitations, along with sending, resending and what to do when nobody replies.

Reading the list

Each row carries the owner’s name and corporate address, their sphere, how many contacts they hold, whether they have a token, when their details last changed, and their status.

Contacts is a count and stays a count. It is there so you can tell a filled-in card from an empty one without seeing anything inside it.

At the end of the row: the paper plane to invite or resend, and a bin. Once somebody is activated the plane becomes a chevron that opens their card — Reading a card covers what is behind it.

Above the list: a search box that matches name or email, a status filter and a sphere filter. The four statuses are Activated, Invited, Not activated and Revoked — what each one means is set out in Understanding grant states.

Beside the Owners heading you will find how many seats you are using. Revoked owners still hold theirs.

Taking the list out of the Portal

The export button above the list downloads what is on screen as a spreadsheet — whatever your filters are showing, no more. It is offered as CSV or as a real workbook.

It carries who you hold and the state they are in: name, address, sphere, status, the dates, whether they have a token. It never carries a single field value from anybody’s card. A roster is a list of people, not a way to move contact details out in bulk.

A filter matching nobody still gives you a file, with just the header row in it. An empty answer is an answer.

Archiving

The bin at the end of a row archives. It does not delete, and nothing in the Portal does — despite the icon.

Archived owners drop out of the list; the Show archived toggle brings them into view, and that is where you restore one from.

Archiving is your company ending its own connection to a person — someone left, or you no longer need to reach anyone on their behalf.

Their access ends with it. The card stops being served.
Their own view shows the connection as ended, and as ended by you. They are never told they revoked something they didn’t.
The seat is freed. This is the only way a seat comes back — revoking does not free one.
Ninety days later their details are cleared. What remains is the record that consent was given and when, which is not something either side should be able to erase.
Archiving does not touch their sphere. It is theirs, and they keep it.

An archived owner can still sign in and manage what they hold. Archiving is your side of the relationship, not theirs.

Bringing somebody back

Within the ninety days you can restore an archived owner and the clock is cleared.

Re-inviting somebody whose access ended is different. It reopens the invitation and they must agree again — nothing is served in between, and their card does not resume where it stopped. Consent that was revoked is not something a company can switch back on.

Doing this from your own systems

Adding people and archiving them both have an equivalent in the Integration API, along with inviting. If your roster already lives in an HR system, that is usually the better place for this to happen — see the API overview.