Admins can invite new users, manage roles, resend invitations, and deactivate team members from Settings > Team. User seats are completely free, billing is based on check usage only.
Understanding user roles
Every Workflow user has one of two roles:
Admin
- Full access to all cases and settings
- Can invite and manage team members
- Can create and edit risk assessment templates
- Can view and manage billing
- Can update company details
AML Supervisor
- Same as above, cannot edit billing
Agent
- Can create cases, add clients, run checks, and complete risk assessments
- Cannot change Settings, billing, or team management
- Cannot create or edit templates
Most team members will be Agents. You only need Admin access for people who manage the account or need to configure settings.
How to invite a new team member
From the main navigation, click Settings.
Select Team from the Settings menu.
Click Invite User.
Enter the new user's email address.
Select their role — Admin or Agent.
Click Send Invitation.
The user will receive an email invitation with a link to set up their account. The link expires after 72 hours.
How to change a user's role
In Settings > Team, find the user.
Click the (...) 3 dots next to their name.
Select the new role from the dropdown.
Confirm the change.
The change takes effect immediately. If you're downgrading an Admin to Agent, make sure at least one Admin account remains on the team.
How to suspend a user
Suspending a user removes their access to Workflow without deleting their account history or the cases they were involved in.
In Settings > Team, find the user.
Click Suspend next to their name.
Confirm the suspension.
The user's account is immediately disabled. They cannot log in, but their name and actions remain visible in case records and audit trails — this preserves the integrity of your compliance history.
To restore access, find the deactivated user (they'll appear at the bottom of the Team list) and click Reactivate.
A note on billing and user seats
You are not charged per user seat. Billing is based on check usage which is the number of identity or KYB checks run and not the number of team members you add.
You can invite as many team members as your organisation needs without incurring additional seat costs. During audit time, we recommend simply providing the auditor with an account so they can view what's necessary during their review process.
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