Access & security

Team & roles

Invite your team, give each person the right role, and keep an auditor's view read-only.

What this module is for

This page explains the three roles, how you invite people, how you approve people who ask to join, how you give an outside auditor access, and how you choose which roles may connect an artificial intelligence (AI) assistant. Only an Admin manages the team.

Before you start

You need the Admin role to invite people, approve requests and manage access.
Each person needs a work email address.

The three roles

Role	What the role does
Admin	Manages the company. Admins invite people, approve join requests and auditor access, edit the company profile, manage billing and decide which roles may connect an AI assistant. Admins also delete software and vendors, and approve post-incident reviews.
User	Does the daily work. Users add software, domains and incidents, answer the compliance questions and act on privacy suggestions. Users do not see My Company, the Vendors page or the AI Privacy Policy & Terms Generator card.
Auditor	Reviews the company from outside. An Auditor has a read-only view of the company’s pages and reports, and can read the Technology Strategy Plan. An Auditor cannot manage the team or billing, and cannot answer the compliance questions.

Invite a user

Invitations give the User or Admin role. To give an outside auditor access, follow the steps in “Give an auditor access” below.

1
Open Access & Roles
Open My Company, then select Access & Roles. You can also select the User Management card on the dashboard. It opens the same page.
2
Enter the details
Select Invite user. Enter the email address, choose the role and choose the language of the invitation.
3
Send the invitation
Select Send invitation. The invited person receives an email with a link.
4
Let the person join
The person opens the link. The page reads “Join your team” and names the role you chose. The person then sets a name and a password.

Approve a join request

When someone signs up with a company domain that already exists in NextIT, the sign-up becomes a join request. An Admin of that company decides whether the person joins.

Open My Company, then select Access & Roles.
In Join requests, find the person.
Select Approve to let the person join, or select Reject to refuse the request.

Give an auditor access

An auditor does not become a member of your team. The auditor reaches your company only through an auditor access that you approve. The access ends when you revoke it.

The auditor receives an access link by email.
The auditor opens the link, reads Complete Your Auditor Registration, and selects Create Account.
In Manage auditor access, select Approve to give access, or select Reject to refuse it.
To end the access later, select Revoke in Manage auditor access.

Good to know: If the auditor does not receive the email, check the address, then send the access email again.

Suspend, resume or archive a user

Use these actions to pause a team member’s access, or to archive a user who has left the active team.

To pause a person’s access, suspend the user. To restore it, resume the user.
To move a person out of the active team, archive the user. To bring the person back, unarchive the user.

Only an Admin suspends, resumes, archives or unarchives a user.

Choose which roles may connect an AI assistant

An AI assistant, such as Claude or ChatGPT, can carry out NextIT actions. It works with the rights of the person who connects it. An Admin decides which roles may connect an assistant at all.

Open My Company, then select MCP & AI Agents. MCP means Model Context Protocol.
Select the roles that may connect an AI assistant. Turn access off for any role that does not need it.

Each person connects their own assistant from My Profile, in MCP Settings. The person signs in with their own account.

What you see on the Access & Roles page

The Access & Roles page has three parts: Invite user, Join requests and Manage auditor access. The page also lists contacts.

Common tasks

Invite a colleague: select Invite user in Access & Roles.
Approve a join request: select Approve under Join requests.
Approve an auditor: select Approve under Manage auditor access.
End an auditor’s access: select Revoke under Manage auditor access.
Pause a team member: suspend the user. Resume the user to restore the access.

Tips

Give each person the lowest role that does their job.
Check the team list regularly. Suspend or archive the people who have left the company.
Give auditor access only for the length of a review. Select Revoke when the review ends.