RotorLab logo RotorLabDocs

Managing your organization

The Admin Console at https://rotorlab.app/admin is where an organization administrator runs their team: adding and inviting users, editing accounts, organizing people into groups, approving join requests, and reviewing what has happened in the organization. Open it from the main menu by choosing Admin Console. The console shows your email and role in the header, and as an org admin you see four tabs: Users, Groups, Email / SMTP, and Activity log.

Everything an org admin does here is scoped to their own organization. You manage standard user accounts only: other administrators are managed by the platform operator, and you cannot change anyone's role.

Adding users#

The Add user card on the Users tab creates an account in your organization. Enter the person's email, an optional name, and pick a delivery mode:

  • Send invite (the default): the account is created inactive and an invite email with a set-password link is sent. The account activates when the person sets their password. If email is not configured for your organization, the console shows the invite link instead, so you can pass it on yourself.
  • Set temp password: a password field appears, the account is active immediately, and the person must change the password the first time they sign in.

Press Add to create the account. Every account you create is a standard user in your own organization.

User limit

Your plan caps how many users the organization can hold. Every user counts against the cap, active or not. Adding a user past the limit fails with "This organization has reached its plan's user limit". Your current usage appears on My account, Billing & plan.

Join requests#

People who sign up with an email address on your organization's domain can ask to join. The Join requests card controls how that works. The selector labeled When someone signs up with your email domain offers three policies:

  • Require my approval: requests appear in the list below and wait for you.
  • Let them join automatically: matching signups join without review.
  • Hide my org (invite only): your organization is not offered at signup; people get in only through an invite you send.

Pending requests show the email, name, and request date. Pick a group for the new member if you want one, then press Approve to create the account and send the invite (the console shows the invite link if email is not configured), or Deny to reject the request.

The user list#

The Users table lists every account in your organization with email, name, role, group, and status. Status pills show active or disabled, plus must reset for accounts still on a temporary password and 2FA for accounts with two-factor authentication enrolled.

The Group column is an inline dropdown: change it and the assignment saves immediately.

Each row offers:

  • Edit: opens a dialog where you change the person's name, group, and active status. Role is not editable by an org admin.
  • Disable / Enable: toggles whether the account can sign in. Disabling an account revokes all of its sessions immediately, so the person is signed out everywhere at once. Enabling it again does not restore old sessions; they sign in fresh.
  • Reset password: issues a single-use set-password link and emails it to the user (or shows you the link if email is not configured). Setting a new password through the link revokes the user's existing sessions.
  • Clear 2FA: shown only for accounts with two-factor enrolled. It removes the second factor so the person can sign in with their password alone until they enroll again. The console asks you to confirm, because this is exactly what an attacker would ask a helpdesk to do: verify who you are talking to by some other means first.
  • Delete: permanently removes the account, after a confirmation.

You can manage standard users in your organization only. Other administrators, including your own account, are not editable from this console.

Groups#

The Groups tab holds your organization's groups: labels you attach to users. Enter a name and press Add group to create one; each row shows its member count with Rename and Delete buttons. The tab shows how many groups you have used against your plan's limit, for example "2 of 5 groups used".

Groups gate build sharing. When someone shares a build from the Team library with group visibility, only members of that group see it; org visibility shares with the whole organization. Assign people to groups here, then sharing scopes follow automatically.

Deleting a group does not delete its members; they simply lose the label.

Pilots are user accounts#

There is no separate pilot registry. Every pilot in your organization is a user account managed on the Users tab. A pilot's profile, hours, and currency status live in the Pilot logbook, where an org admin can review any pilot's logbook in the organization and, where the feature is enabled, define the currency rules pilots are measured against.

Email / SMTP#

The Email / SMTP tab configures the mail server used for your organization's invites, password resets, and notifications. The note on the card confirms the scope: "These SMTP settings apply to your organization."

Fill in Host, Port, Security (STARTTLS, SSL/TLS, or None), Username, Password, From address, and From name, then press Save. The password field is write-only: after saving it shows a "(unchanged)" placeholder, and leaving it blank on a later save keeps the stored value. Use Send test email (with an optional test recipient; it defaults to your own address) to confirm delivery works.

Until SMTP is configured, invites and reset links are not emailed; the console shows you each link to deliver by hand instead.

Activity log#

The Activity log tab lists events for your organization plus actions you performed yourself, newest first: sign-ins, account changes, group changes, billing events, and so on. Filter by category (auth, account, org, settings, library, email, billing, system) and level (info, notice, warning, security, error), or type into the search box, then press Refresh.

Organization settings outside the console#

A few organization-wide controls live on other pages:

  • Two-factor policy: on My account, under Security, an org admin can require two-factor authentication for the whole organization and set a grace period in days. People who join later get the same grace period from their own start date.
  • Billing details, plan, and notifications: on My account under Billing & plan. See Seats, add-ons, and org purchases.