Learn how Organisation Admins can have visibility and control over workspaces and users across their organisation.

In large and complex organisations like NHS Trusts, having a central view of how staff use Accurx is helpful for governance and security.

What is Manage Organisation?

It allows designated Organisation Admins to view, invite, and manage users and workspaces within their organisation, without needing to be a member of every workspace. Manage Organisation is available for organisations using either Accurx Web or Accurx Desktop.

What is an Organisation Admin?

An Organisation Admin is a central administrative role. They can:

View all workspaces (e.g., departments, wards) under the organisation.
View all users and change their roles within those workspaces.
Invite, approve, or archive users and cancel invitations.
Create, edit and unarchive workspaces.

Here is an overview of the Manage organisation dashboard, where Organisation Admins can monitor all workspaces under their organisation at a glance 👇

📌 Note: Organisation Admins cannot see patient data or message content unless they are also an approved member of that specific workspace.

Getting Started

Organisation Admins can access the Manage organisation dashboard from Accurx Web or the Desktop toolbar if your organisation uses Accurx Desktop.

How to onboard your organisation

The Manage organisation feature is currently enabled through a managed onboarding process led by Accurx. Users cannot self-register as an organisation Admin.

The Onboarding Process:

Verification: Accurx confirms the nominated contact for your organisation (e.g., CCIO or appointed Trust Admin).
Account Setup: Our team manually enables the Manage organisation feature and enters the admin email addresses into our system.
Email Invitation: Once set up, nominated admins will receive an email invitation to log in.
- ⚠️ Note: The invitation is valid for 30 days and must be accepted to activate your account.
Ongoing Management: Currently, adding or removing additional organisation Admins is managed directly by Accurx.

How to access your Manage organisation dashboard

From Accurx Web: Click the workspace switcher (up/down arrows) in the top right corner and select Manage organisation 👇

From the Accurx Desktop (Toolbar): Click Manage Organisation from the login page to open the dashboard in your browser.

You will see the list of workspaces under that organisation that you have organisation Admin control over.

Multiple Orgs: If you manage more than one organisation, you will be prompted to select the specific organisation from your list.

1. Managing Workspaces

Use these features to monitor and organise the workspaces within your organisation.

View all workspaces

The Workspaces list shows both active and archived groups. It provides a high-level overview of your Organisation's workspaces.

At a glance, you can see:

A list of all Workspaces
Name & Specialty: How the workspace is identified.
User Counts: Number of approved vs. unapproved (pending) users.
Activity: When the workspace was created and the date of the last message/action.

You can also see the list of Archived workspaces within your organisation by selecting the Archived tab 👇

Create a new workspace

Click Create workspace in the top right.
Enter the Specialty and Description (Max 100 characters).
Enter the Name (Max 100 characters).
- ⚠️ Note: This name appears on all messages sent to patients, so ensure it is clear (e.g., "Maternity Ward 3").
You will then be prompted to invite members to your workspace.

Once you've filled in the details of your workspace, you can immediately invite users to your newly created workspace. You can choose to upload a file to invite multiple people at once or manually invite your colleagues. 👇

If you choose to upload a file. Your file must contain:
- One email address per line, or be in the form of a comma-separated list.
- The file type can be .csv, .tsx, or .txt.
- Maximum file size is 500KB.
- Maximum number of emails per file is 10,000.
After selecting your file, click Upload and send.
If you choose to manually invite users to your newly created workspace, select Add manually.
- Enter or paste the NHS email addresses, separated by a comma.
Click Sending Invitations to complete the process.

After sending invitations, you will see a summary of the invitation status, including:

The number of invitations sent.
The number of pending members approved automatically.
The number of existing members skipped (who were already in your Workspace).

You can read more about the bulk invite process here.

Edit and Unarchive a workspace

To manage an existing workspace, click on it from the list and select the three dots (...) menu:

Edit details: Amend the name, description, or specialty.

Unarchive: Found under the "Archived" tab. Restoring a workspace immediately restores full messaging capabilities for all approved members.

Once a workspace is unarchived, all previously approved members have edit access, while unapproved members won't have edit access until they are approved.

All features, i.e. messaging and collaboration capabilities, are restored to members when a workspace is unarchived.

📌 Note: Members will not be notified automatically when you unarchive a workspace.

2. Managing Users

Use these features to control who has access to specific workspaces within your organisation.

Invite new members

You can invite multiple colleagues to join a workspace by either uploading a file or entering a comma-separated list of emails. All colleagues invited via this method are automatically set to Approved in the workspace.

Step 1: Access the invite screen from the Manage organisation dashboard, click into the relevant workspace and select Invite colleagues.

Step 2: Choose your invitation method. You can choose between two methods for adding users:

Option A: Upload a file

Select Upload a file.
Ensure your file (.csv, .tsv, or .txt) contains one email address per line or a comma-separated list.
Click Upload and send.

📌 Note: The maximum file size is 500KB, with a limit of 10,000 emails per file.

Option B: Add manually

Select Add manually.
Enter or paste the NHS email addresses, ensuring they are separated by a comma.
Click Sending Invitations to complete the process.

Step 3: After sending, you will see a summary including the number of invitations sent, pending members automatically approved, and existing members skipped. You can monitor these users in the Invited tab, where you can Resend or Cancel invitations if necessary 👇

View pending invites in the Invited tab, where you can Resend or Cancel an invitation if sent by mistake 👇

Review and Approve join requests

When users request to join a workspace, they appear in the Approval requests tab.

To Approve: Click Approve next to the user's name to grant them immediate access.
To Reject: Click the three dots (...) and select Archive from workspace. This prevents unauthorised access.

Cancel or Resend workspace invitation requests

Navigate to the Invited tab within the relevant workspace.
Click the three dots (...) beside a user's name and click Cancel to cancel an invitation request.

To resend an invitation request, click Resend beside the user you want to receive the invitation again. You can also see who invited a user to the workspace and the date the invitation was sent 👇

Manage approved members (Archiving users & Changing roles)

While viewing the Approved members list, you can manage access for individual users:

Archive users: This removes a user’s access to the workspace immediately.
Why Archive vs. Delete? We prioritise archiving over permanent deletion to ensure that clinicians can regain access to past patient message history for audit and clinical continuity purposes if necessary.
Why aren’t users notified? To minimise unnecessary alerts, Accurx does not send automatic notifications when a user is archived. This is typically because the action is due to long-term inactivity (e.g., the user has not accessed the platform in 6 months) or because an Admin is offboarding a user who has left the organisation.
Regaining Access: If a user has been archived and needs to be reinstated, they should contact the workspace Admin. The Admin can quickly unarchive them from the ‘Archived’ members tab to restore their access immediately.

Under the Approved members, you can:

Archive a user: Click the three dots (...) beside the user and select Archive from workspace to remove their access to that workspace. This will remove the user's access to the workspace, but a workspace Admin can unarchive the user 👇

Under the Approved members tab, you can:

Change a user's role: Click Change role to toggle a user's role 👇

If the user is an Admin, selecting 'Change role' removes their Admin role and changes them to an approved member of the workspace.

If the user is an approved member, you can use the 'Change role' function to make them an Admin of the workspace.
You can read more here about the actions that workspace Admins can take.

What can an Organisation Admin vs a Workspace Admin do?

The table below outlines the differences in control between an Organisation Admin and a Workspace Admin 👇

Feature	Organisation Admin	Workspace Admin
View all Workspaces in an Organisation	✅	❌
Create/Edit Workspaces	✅	❌
Bulk Invite Users	✅	❌
Approve Workspace Join Requests	✅	✅
Archive/Unarchive Workspace Users	✅	✅
Promote/Demote Workspace Admins	✅	✅
View Clinical/Patient Data	❌*	✅

📌 Note: Organisation Admins do not have automatic access to view patient messages within a workspace unless they are specifically added as a member of that workspace.

Bulk Actions & Future Roadmap

Bulk Actions: Currently, Bulk Invites are the only bulk management tool available. Other actions, such as applying settings or templates to multiple workspaces simultaneously, are not yet supported and must be done individually.
Audit Logs: At this stage, a central "change log" (e.g., Who changed this setting?) is not available in our product.
- 🚀 Roadmap: We know visibility is key for governance. While not available today, expanded audit logging and further bulk management tools are being considered for our future product roadmap.

Frequently Asked Questions

How do I get access to Organisation Admin features?

It is currently being rolled out in a managed phase. If you are interested in enabling this for your organisation, please contact our support team via the green bubble or by emailing support@accurx.com.

If an Organisation Admin makes a change, can a Workspace Admin override it?

Yes, if an organisation Admin archives a user from a specific workspace, the admin of that workspace can unarchive that user. An Organisation Admin manages all the workspaces within an organisation, while a workspace Admin manages how a team uses a specific workspace.

Can I be an Organisation Admin and a workspace member at the same time?

Yes. You can manage your organisation via the "Manage organisation" dashboard and still be a regular member of a workspace to send patient messages and collaborate with your colleagues.

What happens when a member is archived?

When an organisation Admin or workspace Admin archives a user, that individual loses all access to the workspace.

Archived users will:

Lose access to be able to connect to the organisation via Accurx Desktop: If your organisation uses the toolbar, the user will no longer be able to connect to the organisation.
Lose access to the organisation on Accurx Web: The user will no longer see the organisation or its workspaces listed in their workspace switcher on Accurx Web.
Lose messaging capabilities: They will be unable to send new messages or view existing patient conversations within that organisation.

What remains?

Clinical Audit Trail: Any messages the user sent previously will remain part of the patient's record and stay visible to active members of the workspace for audit and continuity of care purposes.
Reinstatement: If a user was archived in error, an Admin can find them in the ‘Archived’ tab and click ‘Unarchive’ to restore their access immediately.

Will users be notified if I archive them?

No, users are not automatically notified when they are archived.

Users are usually archived from a workspace due to inactivity (if they have not used Accurx in 6 months) or because a workspace Admin has archived a user i.e. a user has left a specific department or organisation.

We don't notify users who have been archived by an Admin as this tends to occur when a user has left their organisation, but we do notify users who are archived due to inactivity. You can read more about how the automatic archiving of inactive Accurx users process works here.

If a user has been archived but wants to rejoin a workspace, what can they do?

If a user requires access to a workspace they were archived from, they can reach out to the workspace Admin directly. The Admin can find the user in the 'Archived' members list and click 'Unarchive' to restore their access to the workspace. You can read more about how workspace Admins can unarchive users here.

Do invited users need to be approved by an Admin?

No. All users invited through the bulk invite process (either via file upload or manual comma-separated list) are automatically approved in the workspace from day one. This also applies to any users who were already pending approval before the invite was sent.

Do workspace invitation links expire?

Yes, when a organisation Admin or workspace Admin sends an invitation to a colleague to join a specific workspace, that email link is valid for 30 days.

If the 30-day window has passed, the invited user will no longer be able to use that specific link to join. You can quickly resolve this by:

Navigating to the 'Invited' tab within the workspace.
Finding the colleague's name and clicking the 'Resend' button next to their invitation.
This will trigger a fresh invitation link that is valid for another 30 days.

Why can't I see the 'Manage Organisation' option?

This option is only visible to users who have been manually verified and added as an organisation Admin by Accurx. Unlike standard workspaces, you cannot self-serve this access.

If you believe your organisation should have this feature enabled or you need to be added as an organisation Admin, please reach out to our Support team by using the green bubble in the bottom right-hand corner of this page or email support@accurx.com 👉

If you still have any questions or concerns, feel free to chat with us by using the green message bubble in the bottom right-hand corner of this page. 👉

Accurx Web: Manage Organisations