Users and org units

Manage who can sign in on Users, and build your cost-center and department tree on Org units.

Who can do this#

Only a Program Admin can invite people, change roles, deactivate or reactivate, and add or move org units. Other staff roles see both pages read-only. Workers and billing entities can't open either page.

Invite people#

1. Open Users#

   Select Users in the nav rail and scroll to Invite a user.

2. Add email addresses#

   In Email addresses, paste up to 50 addresses at a time, one per line or separated by commas. To give one person a different role, put the role after their address on the same line, for example dana@example.com, admin.

3. Pick a default role#

   Choose a Default role. It applies to every address without a role of its own.

4. Send#

   Select Send invitations.

Each address gets its own result:

Skipped lines are listed with a reason, for example not an email address, listed twice or a role that isn't recognized. People appear in the Principals table, the list of people with a sign-in to your workspace, only after they accept. Inviting a worker or supplier? Their sign-in also needs linking to their record.

Change a role#

1. On Users, find the person in the list of people. Your own row is marked (you).
2. In the Actions column, pick the new role from Change role.
3. Select Apply role. The button stays disabled until you pick a different role.

The new role applies from the person's next action in VendOrca. VendOrca refuses a change that would remove the last Program Admin. If a change is refused because someone else changed the roster meanwhile, reload the page and try again.

Deactivate and reactivate#

Deactivate#

1. On the person's row, select Deactivate.
2. Read the confirmation and select Deactivate again.

The person loses access from their next action in VendOrca, and any AI assistant access keys they created stop working too. Their row shows Deactivated. Their history stays: past roles, activity and anything they submitted are kept.

You can't deactivate yourself. The control doesn't appear on your own row.

Reactivate#

1. On a deactivated row, pick a role in Assign role.
2. Select Reactivate.

The picker starts at Hiring Manager, so pick the role before you select Reactivate.

Worker and supplier sign-ins#

A Worker or Billing Entity sign-in shows data once it's linked to the matching worker or supplier record. Until then, the person sees a notice that their account isn't linked yet.

Invite the person with the Worker or Billing Entity role first. Then a Program Admin can ask VendOrca support (info@vendorca.com) to make the link, giving the person's name, their sign-in email and the worker or supplier record it belongs to. If you're a worker or supplier waiting for access, ask your Program Admin to arrange it.

Org units#

Org units are your cost-center and department hierarchy. An assignment can be charged to one, and an approval chain can apply to one.

Add an org unit#

1. Open Org units.
2. Under Add an org unit, type a Name, for example Engineering.
3. Choose a Parent. Pick No parent (top level) for the roots of your tree.
4. Select Add org unit.

The unit appears in Hierarchy under its parent. You can only add a unit under a parent that already exists, so build the top level first. You can also bring org units in with Import.

Move an org unit#

1. Under Move an org unit, choose the unit in Move.
2. Choose its new parent in Under. No parent (top level) makes it a root.
3. Select Move.

Each move records the date it takes effect, and earlier placements are kept. VendOrca refuses a move that would put a unit under one of its own descendants, and warns you when the tree gets very deep. Check the Hierarchy list to confirm the new position.

Common questions#

How do people sign in?#

With Google, or with a single-use sign-in link emailed to them. VendOrca has no passwords.

Does deactivating someone end their assignment?#

Deactivation removes access and leaves the assignment in place. To end an engagement, terminate the assignment and start offboarding as well. See Onboarding and offboarding.

Next steps#

• Roles and permissions
• Onboarding and offboarding
• Set up an approval chain for an org unit