👥 Add New Users to Your Organization

Before You Start

Important: Before you can invite users, they must be registered first.

1. Send an email to your team
2. Ask them to register at https://app.scaut.com/auth/signup
3. Have them notify you once registered

Scaut handles sensitive personal data, so who can see what is one of the more important things you will set up. Adding a new user is straightforward, but it pays to understand the role you are giving them before you click Send Invite.

How to get there

1. In the bottom-left of the navigation bar, click the Settings cog icon. A menu opens with two groups: Organization (Settings, Members, Billing) and Developer (API Keys, Webhooks, Sandbox Mode).
2. Choose Members.

You will land on the Users tab inside your organization settings. The same tab is also reachable from the top of the page if you are already in Settings, alongside General, Billing, Plan, Add-on Bundles, Governance, Connected Companies, and Communication.

What you see on the Users tab

At the top of the page you will see your organization name, its short ID, registered country, plan, and an Active status badge. Below that, the Team members card brings together everything to do with people and permissions.

Three things are worth noting at a glance:

• Seat usage bar, for example 2 of 5 seats used. Your plan limits how many active users you can have. When the bar fills up, you will need to remove someone or upgrade the plan before you can invite anyone new.
• Search members field. Useful once your team grows beyond a handful of people.
• Member list. Each row shows the person's name, email, the roles they hold (shown as small tags), and their status. The owner of the workspace is also tagged as OWNER so you can identify them at a glance.

Inviting a new user

1. Click Invite User in the top-right corner of the Team members card. An Invite a new member panel opens.
2. Type the person's email address in the field provided.
3. Pick one or more roles from the grid below. Roles control what the new user can see and do. You can combine several where it makes sense, for example a colleague in finance who also orders checks would receive Finance plus Product.
4. Click Send Invite. The invitee receives an email with a link to join your workspace.

If the person cannot receive your invitation by email, click Generate invite code for manual sharing at the bottom of the panel. You can then pass that code to them through any other channel (a chat tool, in person, an internal ticket).

Roles explained

Roles in Scaut are additive. A user gets the combined permissions of every role you tick. Pick the smallest set that lets the person do their job.

• Owner. Full access to everything in the workspace, including billing, members, and deletion of the organization. Reserve for one or two people who run the account.
• Manager. Can manage users and settings. Use this for team leads who should be able to invite and configure, but who do not need full owner powers.
• Finance. Limited to billing and payments. Ideal for an accountant or finance partner who should never see screening results.
• Product. Can order background checks. The operational role for anyone running screenings day to day.
• Approver. Can approve responses. Useful where a second pair of eyes is required before a check result is finalised.
• Detail. Can view detailed responses. Without this role a user sees the high-level outcome of a check, but not the underlying detail. This separation is a useful data-minimisation control for users who only need to know whether a candidate is clear.
• Member. Basic access and ordering. A general-purpose role for everyday users with no administrative rights.
• Developer. Access to sandbox mode. Reserve for technical staff testing API integrations or workflows. They will not need this role to use Scaut for live operations.
• Shared Manager. Manages shared subjects. Relevant if your organization shares candidates or business entities with connected companies.
• Shared Viewer. View-only access to shared subjects. The lightest role for an external partner who needs visibility but no ability to act.

The panel pre-selects Manager as a sensible default. Untick it if you intend a narrower role for the new user.

Practical advice

• Use the smallest role that fits. Under GDPR, fewer eyes on personal data is a feature, not a problem. A colleague who only orders checks does not need Detail.
• Watch your seat count. If the bar shows you are close to the limit, decide before invite time whether to remove a dormant user or to upgrade.
• Review members periodically. People change roles or leave the company. Open this page once a quarter and confirm every active user still belongs there.
• Owners should be plural but few. At least two for continuity, but not many more, because every Owner can remove every other Owner.

When the new user accepts the invite, their entry appears in the member list with the same role tags you selected, and the seat usage bar moves up by one.