Everyone who works in your organization gets there the same way: an admin sends an invitation, and the person accepts it. Find the list under Organization → Members. Every active member can open it — it’s the one place in the workspace that needs no permission at all.
Who can invite
Sending an invitation needs the Members · Create permission. By default the Owner, Executive and General Manager roles have it. You can give it to another role in Settings → Permissions — see Roles and what each one can do.
You can invite someone only into a role whose permissions you hold yourself, and never as Owner — ownership moves only through Transfer ownership. The role list in the invite form shows only the roles you can give.
If you don’t have Members · Create, the invite form simply isn’t on the page. The roster below it still is.
What the invitee receives
An email titled “You’re invited to [your organization] on ARRIVE” with an Accept invitation button. The flow is identical whether or not they already have an ARRIVE account:
- No account yet — accepting creates one for them.
- Already on ARRIVE — including performers with a marketplace profile — the invitation adds organization access to the account they already have. Their existing account is never changed or downgraded.
Pick their role from the dropdown before you send. It defaults to Team Member.
Acceptance is an explicit click
The link opens a page with an Accept invitation button, and nothing happens until they press it. That’s deliberate for two reasons. The sign-in token in the link can be used only once, and email scanners and link previewers follow links automatically — verifying on load would burn the token before the person ever saw the page. And accepting is the consent step: an invitation is only ever created as Invited, so an admin cannot make somebody an active member of an organization on their behalf.
One organization at a time
A person can be an active member of only one organization at a time. If they already belong to another one, accepting fails with:
You can only be active in one organization at a time.
They’d need to leave the other organization first (see below), then open the invitation again.
The roster
The list shows each person’s name, with their email address underneath, their roles, and their status. Someone who hasn’t given a name — including a person you’ve invited who hasn’t signed in yet — is shown by their email address. Worth knowing before you invite an outside collaborator — every member of the organization can see every other member’s name and email address here.
Two statuses appear in practice:
- Invited — the invitation has been sent and not yet accepted.
- Active — they’ve accepted and have access.
Sending the invitation again to someone still Invited issues a fresh link, and lets you change the role they’ll join with. Inviting someone who is already Active is refused with “That person is already an active member.”
If you can see Settings, a Roles & permissions summary appears under the roster — a grid of every role against every module, with one letter per permission level (V view, C create, E edit, D delete, A approve, X export, ★ administer).
Changing a member’s role
On an active member’s row, press Change role, pick the New role, and press Save. The change takes effect straight away: their menus and permissions follow the new role the next time a page loads.
Changing a role needs the Members · Edit permission (Owner, Executive and General Manager have it by default), and the same rule as inviting applies, in both directions:
- You can only give a role whose permissions you hold yourself.
- You can’t change the role of someone whose role has permissions you don’t hold — so a General Manager can’t change an Executive’s role.
- You can’t change your own role.
- The Owner’s role changes only through Transfer ownership, and the Owner role is given only that way too.
The list in Change role shows only the roles you can give that person. If none fits, it says so.
Who is told. The member gets a bell and an email saying their role changed, who changed it, and from what to what. This is sent even if they’ve switched team emails off — it’s about their own access. When someone other than the Owner makes the change, the Owner also gets a bell. Every change is recorded in the Activity Log.
Change role is for active members.
Leaving an organization
Settings → Advanced → Danger zone → Leave this organization. You type the organization’s name exactly to confirm. You lose access to its events, bookings and contacts; your ARRIVE account stays active, an admin can invite you back, and you’re free to accept an invitation from a different organization.
Two situations block it, and both are enforced by the database as well as the screen — there’s no way around them from anywhere in the product:
- You’re the only member.
You’re the only member of this organization, so leaving would abandon it. Invite someone else first, or archive or delete the organization from the danger zone below. - You’re the only administrator.
You’re the only administrator. Give another member the Settings · Administer permission first, then you can leave.
What this does not do yet
Two gaps are worth knowing before you plan around them.
There is no way to remove another member yet. Once a person is Active, the only way they leave is to leave themselves. There’s also no button to cancel a pending invitation — re-sending is possible, revoking isn’t.
We don’t publish an invitation expiry. The lifetime of the sign-in link is set by our authentication provider, not by this product, so any number we printed here could quietly stop being true. If a link no longer works, ask an admin to send the invitation again — that always issues a fresh one.
For what happens after someone joins, see Roles and what each one can do and Securing your ARRIVE account.