> ## Documentation Index
> Fetch the complete documentation index at: https://alguna.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Team and Roles

> Invite teammates, approve requests to join from your company's email domain, assign built-in or custom roles, and control who may activate or amend a subscription without a signature.

Your team works in Alguna as members of your [organization](https://alguna.com/docs/concepts/organizations-and-environments.md). Each member holds one or more **roles**, and a role is a set of permissions: what the member may see and change. Use this page to invite people, let colleagues who sign up on their own join the right organization, choose between the built-in roles and your own custom roles, and decide who may bypass a customer signature. Team and role management is dashboard-only; there is no public API for it.

Everything here is under **Settings → Admin → Users**. Managing members and invitations needs the **Manage Users** permission, which the built-in Admin role has.

***

## Inviting a teammate

1. Open **Settings → Admin → Users** and click **Invite Team Member**.
2. Enter the person's first name, last name and email address.
3. Under **Roles**, tick one or more roles. The built-in roles are listed first; your custom roles follow under **Custom roles**. A new invitation starts with **Viewer** ticked.
4. Send the invitation.

The invitee receives an email with a link to join. Until they accept, the invitation is listed under **Pending invitations** on the **Invitations** tab, with its status, roles and the date it was sent. **Resend** sends the email again; **Revoke** cancels the invitation.

A member's roles can be changed later from the members list on the same page.

***

## Requests to join your team

When someone signs up with a work email address on a domain where a colleague already belongs to an Alguna organization, they are not given a second, empty organization. They see *Your team already uses Alguna* and can click **Request access**.

1. Every admin of the organization is emailed about the request.
2. The request is listed under **Requests to join** on the **Invitations** tab, with the person's name, email and when they asked.
3. An admin clicks **Approve**, chooses the roles the person gets, and confirms. The person is emailed and can sign in to the organization.
4. An admin can **Deny** the request instead. The person is told the request was declined and can contact support.

Personal and disposable email domains never match an organization, so a sign-up from one of those creates its own organization. A person who needs a separate organization for the same company can contact support.

***

## Built-in roles

| Role | What it is for |
| - | - |
| **Admin** | Complete control across the platform, including billing, team management and organization settings |
| **Developer** | Integrations, API keys and metrics, and read access to event data for debugging |
| **Viewer** | Read-only access to all data, with no changes |
| **Quote Approver** | Reviews and approves quotes and subscription changes that need sign-off before they are finalized. See [Approvals](https://alguna.com/docs/approvals/setup-guide.md) |
| **Sales** | Creates order forms, manages subscriptions and views invoices |

A member can hold several roles; their permissions are the union of all of them.

***

## Custom roles

Custom roles are managed under **Settings → Admin → Users → Custom Roles**. The page lists the built-in roles alongside your own, with each role's permissions. Viewing it needs the **View Roles** permission. Creating and editing roles may depend on your plan.

* **New Role** creates a custom role: a name, a description and the permissions it grants, grouped by area. A role needs at least one permission.
* **Duplicate** on a built-in role starts a new custom role from its permissions.
* **Edit** on a built-in role changes that role in place for your organization. Every member who holds it gets the new permission set. **Reset to default** on the edited role restores its standard permissions.
* **Preview as** shows the dashboard as a member with that role would see it, until you click **Exit preview**. It previews permissions only.

Two built-in roles have limits on editing:

* **Admin** cannot be edited, so an organization cannot remove its own ability to manage users and roles.
* **Quote Approver** always keeps its default permissions, because approvals rely on them. You can add permissions to it but not remove the defaults.

Custom roles appear in the invitation and approval dialogs, so a new member can be given one from the start.

***

## Activating and amending without a signature

Two permissions control whether someone can skip the customer's signature on a subscription:

| Permission | Allows |
| - | - |
| **Manage Direct Subscription Activation** | Activating a subscription the customer has not signed, from draft, sent, pending approval or rejected |
| **Manage Direct Subscription Amendments** | Publishing a new version or applying a change to a live subscription directly, without a customer signature |

The built-in Admin and Sales roles have both. Leave them out of a custom role when members with that role should always send a subscription for [signature](https://alguna.com/docs/quotes/sign-quotes.md) instead. The same rules apply to changes made through Alguna's agents and the [MCP server](https://alguna.com/docs/ai/mcp.md) on that member's behalf.

***

## Audit log

> [!NOTE]
>
> Available on request: contact support or your account team to turn it on. It may depend on your plan.

**Settings → Logs → Audit log** records who changed what in your organization, and when. Each row shows the time, the type of record, the event, the actor and the record itself, and the list can be filtered by actor, entity type, event and date. Viewing it needs the **View Audit Log** permission.

***

## Next steps

> [card] [Organizations and environments](https://alguna.com/docs/concepts/organizations-and-environments.md)
>
> How your organization, its environments and its entities fit together.

> [card] [Approvals](https://alguna.com/docs/approvals/setup-guide.md)
>
> Decide who must approve which quotes and subscription changes.

> [card] [Testing and sandbox](https://alguna.com/docs/getting-started/testing.md)
>
> Rehearse the full lifecycle before production.


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