Inviting Users to a Dataset
Bringing a colleague into your books takes one invitation: you decide how much they may administer (the access level) and what they can work with day to day (their role), and they accept from their own start page. No shared passwords, no manual account setup.
Only the dataset’s Owner and users with the Admin access level can invite people and manage access.
Sending an invitation
On the start page, click the Invite User icon next to the dataset’s user count (or use the Invite User button inside Manage Dataset).
| Field | What to enter |
|---|---|
| Email Address | The address the person uses (or will use) to sign in to neoo |
| Access Level | Admin or User — see below |
| Role | Optional, but recommended for the User level: the permission set they’ll work with. Each user holds exactly one role. |
| Workstations | Optional, shown when the dataset uses workstations: the approval stations the person should work on. They are assigned automatically the moment they accept the invite — no separate step once they’ve registered. |
Click Send Invite. Until it is accepted, the invitation is listed under Manage Dataset → Invites, where Cancel Invite withdraws it.
Set up your roles before you invite — that way every new user lands with the right permissions from day one. See Users & Roles.
Accepting an invitation
The invited person receives an email right away. If they already use neoo, it takes them to sign in; if they don’t have an account yet, it contains a link to create one — so you can invite an external accountant or a new employee without any preparation on their side.
Once signed in, they find the invitation in a Pending Invites card on their own start page. Accept adds your company to their dataset list; Decline dismisses it.
Access level vs. role
The two settings answer different questions:
| Answers | Values | |
|---|---|---|
| Access level | Who may administer the company? | Owner — the dataset’s creator; full control, cannot be changed. Admin — full access, manages users, roles and settings. User — works within the limits of their role. |
| Role | Which pages and actions can this person use? | A named permission set you define per dataset — “Accountant”, “Approver”, and so on. Menu entries a role has no permission for stay hidden, so users only see what concerns them. |
Admins don’t need a role to do everything; for the User level, the role is what opens (and limits) the application. Roles are created and edited in Manage Dataset → Roles — details in Users & Roles.
Changing or removing access later
Open Manage Dataset → Users:
- Edit User Access — switch a person between Admin and User, or give them a different role. The owner’s access cannot be changed.
- Remove Access — takes the company off their start page. Their neoo account itself is untouched, and they keep access to any other datasets.