Organization Managers can use the Admin Portal to approve new users, manage existing members, and control who has access to cases across the organization. This article explains how to navigate the Pending Members and Approved Members lists and what you can do from each user’s profile.
Accessing User Management
Only Organization Managers can access the User Management section.
How to Open User Management
Log into the Admin Portal.
From the Users section from the left‑side navigation you will see two lists:
Approved Members
Pending Members
Pending Members
When someone signs up for FlowHawk and selects your organization, they appear in the Pending Members list. All Organization Managers receive an email notification that someone is waiting for approval.
What You Can Do with Pending Members
Approve the user
This adds the person to your organization immediately.Decline the request
This keeps the user from accessing any organization content.
Approved users automatically move to the Approved Members list.
Approved Members
The Approved Members list contains everyone who currently belongs to your organization in FlowHawk.
What You Can Do in the Approved Members List
Search for users by name or email
Select a user to view and manage their access
Apply actions such as:
Creating Default Case Access
Removing them from the organization
Deactivating their account (optional step during removal)
Viewing a User’s Profile
When you select a user from the Approved Members list, their profile panel expands to show detailed information and administrative options.
What You Can View
First Name
Last Name
Email address (view‑only — users must update this themselves)
Phone number (view‑only — users must update this themselves)
Organizational Role
Department
Permission
What You Can Edit
Organizational Role
(e.g., Coordinator, Administrator, Surgeon, etc.)Department
(e.g.,Tissue, Organ, Quality, etc.)
Permission Level
Organization Member
Organization Manager
Additional Actions
Show Activity
View the user’s recent login history.Remove from Organization
Opens the confirmation dialog with the option to deactivate the account.
Bulk Actions (Using the Checkbox)
If you check the box next to one or multiple users in the Approved Members list, two action buttons appear at the top of the list:
Create Default Case Access
Remove from Organization
These bulk‑action buttons allow managers to quickly apply the same action to one or multiple selected users.
Create Default Case Access
Create Default Case Access allows you to give a user organization‑wide visibility or editing rights for specific categories of cases.
Most users do not need Create Default Case Access. Typically, this is used for:
Managers or directors
Coordinators
Workflow admins
Specialists who must see all cases with certain tags
Which Cases Should the User Have Access To?
You can choose:
All Cases
Gives the user visibility (View Only or View & Edit) across every case in the organization, regardless of workflow, team assignment, or tags.
Based on Tags
Allows you to limit access to only the cases that contain specific tags.
Common examples include:By Status (e.g., New Offer, Accepted, Procured, Completed, etc)
By Organ (e.g., Heart, Liver, Right Lung, Left Lung, etc)
By Condition (e.g., DCD, Brain Death, Special Circumstance, etc)
Access Levels
You can assign:
View Only
User can see case details but cannot make changes.
View & Edit
User can view, edit, and contribute to all assigned cases.
Once saved, Default Case Access applies automatically to all matching cases—past, present, and future.
Remove From Organization
Organization Managers can remove someone from the organization. When doing so, you’ll see a confirmation window that contains a checkbox:
Option: “Deactivate user accounts”
When this box is checked, FlowHawk will:
Remove the user from the organization
Archive their account
Revoke login access completely
Use this option if the person should no longer access FlowHawk in any capacity.
If the Deactivate box is unchecked
The user is simply removed from the organization, but their FlowHawk account remains active.
This means:
They will no longer be part of your organization
They still retain access to any Cases or Rooms they personally created
They can join new organizations in the future
Use this when:
Someone changes employers
Contractors roll off the team but still need access to legacy cases they created
A user was added to the wrong organization by mistake