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Team management controls who has access to your Regentra organization and what they can do. Each team member is assigned a role that determines their permissions.

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Inviting team members

1

Navigate to team settings

Go to Settings → Team Members.
2

Click Add Member

Enter the person’s full name and email address, and select a role.
3

Add & Send Welcome Email

The account is created immediately, and the new member receives a welcome email with a link to set their password and sign in.
The set-password link in the welcome email expires after 72 hours. There’s no in-app way to resend it once it expires — if a new member misses the window, an admin needs to trigger a password reset for them from the login page instead.

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Roles

The Team UI displays user-friendly labels (left column below). The right column is the role identifier used by the API and audit logs.
A user can hold only one role at a time. To change someone’s role, go to Settings → Team Members, click on the user, and select a new role.

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Compliance team designation

Mark specific team members as part of the compliance team to give them visibility in compliance workflows. Compliance team members appear as assignees for controls and risk assessments, and receive notifications for compliance-related events. This designation is separate from roles — a Technician can also be on the compliance team if they need to handle both responsibilities.

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Seat limits and billing

Each active team member with PSA access counts against your plan’s bundled seat allotment. The billing page shows your current usage against that allotment, and the Monthly Total reflects the actual Stripe charge — which is your bundled seat limit × per-seat price, not your current user count. See Billing & Subscriptions for the full breakdown. When your active user count exceeds your bundled allotment, the Billing page shows an Over plan limit warning with an “After update” cost projection so you can budget the upgrade.
You can still invite new members when you are over your bundled seat limit — Regentra does not block invites at the user-management layer. The Billing page will show the overage and the projected cost so you can upgrade your plan to match.

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Deactivating users

To remove a team member’s access:
  1. Go to Settings → Team Members
  2. Click on the user you want to deactivate
  3. Click Deactivate
Deactivated users immediately lose access. Their historical data (time entries, ticket replies, compliance actions) is preserved. Deactivating a user frees up one seat.
Deactivation is reversible. You can reactivate a user from the same page to restore their access without losing any data.

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External auditor invitations

External auditors do not consume a team seat. Instead they get a token-scoped invitation that opens their own portal at /audit/{token} — no Regentra login, no access to your PSA module, no cross-tenant visibility.
1

Open the auditor invites page

Settings → Auditor Access → Invite Auditor.
2

Fill in the auditor's details

  • Auditor Email (required) and Auditor Name (optional)
  • Expires In — pick from 7, 14, 30, 60, 90, or 180 days, or 1 year
  • Scope — check which sections the auditor can see: Frameworks, Controls, Evidence, Policies, Risk Assessments, Vendors, Incidents, and Training
3

Send

The auditor receives an email with a one-time link. On first click, they set a password and gain access to the portal. Subsequent visits go through a login.
From the same page you can preview the auditor’s portal yourself, copy the invite link (in case you’d rather share it another way than the automatic email), and revoke an active invitation — which immediately invalidates the token. Each invite card shows its status, when it was created and expires, and how many times and when the auditor has accessed it. The auditor portal exposes Audit Requests, the sections you checked off as the invite’s scope, an audit- package ZIP download, and per-section CSV exports. The auditor cannot write to your data — on a request they can only approve it or flag it with a note back to you, leaving all other state-changing actions on the customer side of the relationship.