Once you approve a new member in FlowHawk, there are a few important steps to ensure the user has the correct access and starts receiving the right Case and Room assignments. This article summarizes what Organization Managers need to do after approving someone from the Pending Members list.
1. Approve the New Member
After a user signs up and selects your organization, they appear in the Pending Members list.
Once you verify the person should join your organization, confirm their request to move them into Approved Members.
(For full instructions, see: Approving New Organization Members.)
2. Assign the User to the Appropriate Team(s)
After approving the new member, the Organization Manager must log into the FlowHawk web app and add the user to one or more teams. Team membership is recommended for all FlowHawk organizations—whether your subscription includes Cases, Rooms-only, or both.
Teams determine how a user is included in Rooms and (when applicable) new Cases.
For Organizations Using Cases
Teams are connected to case automation through the Workflow Builder:
New users are added to teams.
Teams are added to default follower groups in the Workflow Builder.
When a new case is created:
The default follower groups defined in the Workflow Builder determine which Rooms get created.
A Room is created for each default follower group.
Users on the teams included in those default follower groups are automatically added to the corresponding Rooms, where they can collaborate on Cases.
This ensures new users begin receiving the correct Case and Room access immediately for newly created cases.
For Rooms not associated with Cases
Organizations using only Rooms do not have access to the Workflow Builder and do not have default follower group automation.
Team membership is still important because:
You can add entire teams to a Room at once, which is the primary way Rooms‑only customers manage participation.
When a team is added to a Room, all users on that team are included immediately.
Summary of Why Teams Matter
Adding a user to the correct team(s) ensures:
They are included in the right Rooms
They receive the correct notifications
(For Cases-enabled orgs) they’re auto‑added to new cases and case‑generated rooms
Teams are the core mechanism for grouping users and distributing access across FlowHawk, regardless of subscription level.
3. Automatic Access to New Rooms (and Cases, if applicable)
Once the user is assigned to a team:
Case-enabled organizations:
They are added automatically to all Rooms that are created for new cases where their team is part of a default follower group.Rooms not associated with cases:
They are included automatically whenever their team is added to a Room.
4. Manually Add Users to Existing Cases or Rooms (If needed)
If the user needs access to Cases or Rooms that existed before they created their account, those must be added manually.
This applies to:
Previously created cases and their rooms
Existing Rooms
Any past activity the new user now needs visibility into
Adding them to the team does not automatically backfill access.
Summary
After approving a new user, assign them to one or more teams so they can start following new cases automatically. For older Cases or Rooms created before their account existed, add them manually as needed.