Inviting team members and setting roles

This page is for Authorised Examiners (AEs) and Authorised Examiner Delegates (AEDs) who want to add colleagues to an organisation, decide what each can do, and remove people who have left.

Where do I manage my team?

1. Open Organisations in the sidebar.
2. Click the organisation's row. It must be accepted.
3. Open the Roles tab.

The tab is headed "Invite someone to join" and has a grid of the people already in the organisation. The Roles tab does not appear while you are creating a new organisation. Save it first.

How do I invite someone?

1. On the Roles tab, enter the person's Name and Email Address.
2. Select Invite Person.

MOTLogs shows "An invite has been sent." The person receives an email. If they have no MOTLogs sign-in yet, the email also carries a passcode so they can start one. The invitation then appears in their own Organisations grid, where they must select Click to accept. Until they accept, they cannot see the organisation's data.

If the email address is blank, MOTLogs says "Please eneter an email address." (the spelling is as shown on screen). If the invitation cannot be sent, you see "Sorry there has been an issue inviting this person."

A new member starts with no special role. They can see the organisation's data once they accept, but cannot sign off or manage the team.

Requires the Authorised Examiner or Authorised Examiner Delegate role. For anyone else the invite fields and every button on the tab are greyed out.

What do the AE, AED and AEC roles mean?

The grid has three tick columns. A ticked box is a filled square, an empty box is an empty square.

A person holds one of these at a time, or none. Ticking one sets the role. Unticking it returns the person to no role.

Who can change which role?

If you try something you are not allowed to do, MOTLogs says "Sorry you do not have permissions to perform this operation."

You cannot tick a second role on a person who already holds one. MOTLogs refuses with a message such as "Sorry you can not set to be an authoriased examiner whilst other options are set" (the wording names the role you tried to tick). Untick the existing role first.

An organisation must keep an AE. Unticking the last one fails with "Sorry you can not remove the last authorised examiner."

What can each role do outside this tab?

Sign off: the Sign Off button on the monthly pages appears for an AE, AED or AEC, once a single station is chosen. An AE or AED signs as the Authorised Examiner. An AEC can open the window and add Consultant Comments, but the Signature tab is disabled for them. A member with no role does not see Sign Off.

Everything else, such as viewing tests, testers and TQI, depends on being an accepted member of the organisation rather than on the role.

How do I verify a member by phone?

The Verify column shows a tick icon on any member who has not yet been verified. Selecting Click to verify this person for this organisation places an automated call to the organisation's phone number. It says: "Press 1 to verify that person is part of organisation, or press 0 if not." Pressing 1 verifies the member. Pressing 0 blacklists the number that was called.

MOTLogs shows "Verification will starts shortly" when the call is placed. If it fails, you see a generic network-issue message even when the real cause is something else, such as a blacklisted number. Try again, then contact support.

How do I remove or restore a member?

Select Click to remove (a minus in a circle) on the person's row. They lose access to the organisation. To see removed people, select Removed in the toolbar, then Click to reinstate (a plus in a circle) on the person. A reinstated person has to be verified again.

Use Search to find a person. With nobody linked you see "No people linked to this organisation yet."

Reference