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Team management

This guide explains how to manage team members in your Kapa account, including adding new users, assigning roles, and removing users.

Managing your team​

Use the team page on the Kapa platform to manage all users in your Kapa team. To access the team page:

  1. Open the Kapa platform
  2. Click your account name at the bottom of the sidebar to open the account menu.
  3. Select Team Members under Settings.

Team Members option in the account menu

Only users with the Owner role can manage team members.

Add a new user​

  1. Go to the team page on the Kapa platform
  2. Click the Invite button to open the new user dialog
  3. Enter the email address of the user you want to add
  4. Click Send invite to invite the user

Kapa sends an email invitation to the specified address. The recipient must follow the link and accept the invitation to join your team. Sending an invitation does not create an account: for new users, Kapa creates the account only when they accept. Invitation links expire after seven days and can only be accepted once.

Recipients who already have a Kapa account must sign in with the invited email address before accepting. An account that belongs to another team cannot join your team through an invitation. Contact Kapa support if the account needs to move to your team.

For teams without SAML SSO, disabling both one-time password (OTP) authentication and OAuth self-signup blocks new invitees, even though existing members can still sign in with OAuth. If an invitee sees "This team has no sign-in method available for new members", a team owner can enable OTP under Settings > Authentication. The invitee can then accept the invitation and use OTP for their first sign-in, followed by an allowed OAuth provider for later sign-ins. You do not need to enable OAuth self-signup to use this invitation-based flow.

Enterprise teams can invite email addresses with a plus tag, such as alex+support@example.com. Other plans do not support plus-tagged addresses for invitations. If your team is not on an Enterprise plan, use an address without a plus tag.

note

SCIM provisioning is optional, including for teams that use SAML SSO. SSO alone does not disable email invitations: team owners can invite users through the dashboard without SCIM. If SCIM is enabled for your team, email invitations are disabled and users must be provisioned through your identity provider.

note

New users are created without access to your projects. You must manually assign the relevant project permissions. For more information about projects, see Projects.

Automatic user provisioning​

It's possible to configure your authentication mechanism to enable automatic user provisioning for your Kapa team. When enabled, Kapa accounts are automatically provisioned for users who sign in using email addresses associated with your team domain.

Automatically provisioned users are granted access to the Internal Technical Assistant only.

If you need to add a verified team domain, reach out to the Kapa team.

OAuth​

To manage automatic user self-signup and provisioning for OAuth:

  1. Open the Kapa platform
  2. Click your account name at the bottom of the sidebar to open the account menu.
  3. Select Authentication under Settings.
  4. Enable self-signup in the OAuth section.

Only users with the Owner role can manage authentication settings.

SAML (SSO)​

Automatic user self-signup and provisioning is automatically enabled for teams who have configured SAML.

SCIM​

For organizations that require centralized user lifecycle management, SCIM provisioning enables automatic user creation and deactivation through your identity provider. See SCIM provisioning for details.

Manage pending invitations​

On the team page, Pending invites lists invitations that have not been accepted and have not expired. It shows each recipient's email address, role, and the dates the invitation was sent and expires.

  • Click Resend to send a replacement invitation. The previous link stops working, and the new link is valid for seven days. Ask the recipient to use the newest invitation email.
  • Click Revoke and confirm to cancel an invitation. Its link can no longer be accepted. If the email address was incorrect, revoke the invitation and invite the correct address.

Expired invitations no longer appear in Pending invites. To replace an expired invitation, use Invite to send a new invitation to the same address. If a recipient sees "This invite is no longer valid", the link may have expired, been revoked, been replaced, or already been accepted. If they have already joined, they can sign in normally; otherwise, send a new invitation.

Change user roles​

To change a user's role within the team:

  1. Go to the team page on the Kapa platform
  2. Locate the user in the list
  3. Click the Manage Access button.
  4. Use the role dropdown to select either Owner or Member

Note that changing roles affects global team permissions but not project-specific permissions. See role-based permissions for more details.

Delete a user​

To remove a user from your team:

  1. Go to the team page on the Kapa platform
  2. Locate the user in the list
  3. Click the Delete button
  4. Confirm the deletion when prompted

When you delete a user, they immediately lose access to all projects in your team.

note

If SCIM provisioning is enabled for your team, users must be deprovisioned through your identity provider and cannot be deleted manually.