Update organisation details and review the licence
Organisation details identify the customer account and show the current licence or access period.
Keep the name and other available information accurate. Contact Swell Support when licence information appears wrong or cannot be changed through the page.
How to update organisation details and review the licence
- Open Administration → Organisation.
- Review the organisation name, sector and size.
- Use the edit action when a value needs changing.
- Review the trial or licence status and remaining period.
- Use the Help or support link when the licence needs commercial assistance.
Invite and review people
People and access controls who can enter your organisation in Swell. Invite someone when they need access for administration or assigned governance work.
Choose only the broad access they require. Specific responsibilities—such as approver, specialist reviewer, risk owner or control owner—are assigned within the relevant process.
How to invite and review people
- Open Administration → People & access.
- Read the separate counts for active people and pending invitations.
- Use Invite person and enter the person’s name and work email.
- Explain why they need access, then send the invitation.
- Assign governance responsibility later from the relevant AI use or workflow.
What happens next
The invitation remains pending until accepted. Pending recipients cannot see customer data or My actions.
Resend or cancel a pending invitation
A pending invitation has been sent but not yet accepted. Resend it when the intended person still needs access, or cancel it when the invitation should no longer be usable.
Before resending, confirm the email address and intended role. Cancelling an invitation does not remove completed work from the organisation’s history.
How to resend or cancel a pending invitation
- In People & access, find Pending invitations.
- Open the invitation action menu.
- Choose Resend to send the same invitation again.
- Choose Cancel when the invitation should no longer grant entry.
- Confirm the action.
What happens next
Resending keeps the original invitation purpose and assignment details. Cancelling prevents that invitation from being accepted later.
Search and filter people
Use search and filters to find a member or invitation before changing access or following up on an assignment.
Access status tells you whether the person can enter Swell. It does not show every governance responsibility assigned to them.
How to search and filter people
- Use the People & access search field.
- Apply status or access filters when needed.
- Review whether the person is active, suspended or pending and which organisation access they hold.
- Clear filters to return to the full list.
Suspend or reactivate a member
Suspend access when a person should no longer be able to enter the organisation, while preserving their name on earlier decisions and activity.
Before suspension, review open work and reassign it where necessary. Reactivate access only when the person is again authorised to use Swell.
Before you start
- Do not suspend the last Organisation Administrator.
How to suspend or reactivate a member
- Open the member’s action menu.
- Choose Suspend and review active responsibilities.
- Reassign critical governance work where the interface requires it.
- Confirm suspension.
- To restore access, filter to suspended people and choose Reactivate.
What happens next
Suspended people cannot use the organisation, but their earlier decisions and audit history remain.
Common situations
- If access cannot change because the person owns active work, reassign that work through the relevant process first.
- When someone leaves the organisation, suspend their access promptly and reassign open approvals, reviews, risks, controls or conditions through the relevant workflow.
Change administrative access
Administrative access allows broader coordination or account management. Grant it only to people who need those capabilities.
Changing administrative access does not transfer specialist, risk, control or approval responsibilities. Review those assignments separately when a person’s role changes.
How to change administrative access
- Open the member in People & access.
- Review current organisation access.
- Change access only when the page confirms that the required checks are complete.
- Confirm the change and review the resulting audit event.
What happens next
Organisation-level access changes who can coordinate or administer. It does not transfer specialist reviews, approvals, risk ownership or other assigned work.
Understand access and assigned responsibilities
Organisation access determines whether a person can enter Swell and use broad administrative capabilities.
Governance responsibility is assigned to a named person within a specific AI use, risk, control, specialist review or approval. Keeping these separate helps preserve accountability and separation of duties.
What to do
- Use organisation access to control whether a person can enter Swell and, where authorised, administer the organisation.
- Assign Business Owner, Technical Owner, specialist, approver, Risk owner, Control owner and other responsibilities from the relevant AI use or workflow.
- Treat All organisation actions as visibility, not automatic authority to decide.
- Reassign each open governance task when responsibilities change.
Important: Invitations, notifications and deep links never grant decision authority by themselves. The person must be an active member and the current named assignee where the workflow requires it.
If you can’t change someone’s access
Swell may temporarily prevent an access change while it checks that the organisation will still have a valid administrator and that important responsibilities are not left without an authorised person.
Read the message on the page, wait if a check is still running, and resolve the identified dependency. Use Request help when the reason or next step is unclear.
What to do
- Open People & access and read the message shown for the person.
- If Swell is still checking the change, wait briefly and refresh the page.
- If the person owns open work, reassign that work through the relevant governance process.
- Check that another active Organisation Administrator will remain when required.
- Try the access change again, or use Request help if the page does not explain what is blocking it.
What happens next
When the page says the transition is ready, current invitation and organisation-access controls become available.
Review and filter audit history
Audit history helps authorised users understand significant governance and people-access activity recorded in Swell.
Filter by the available person, record, action or date information to investigate an event. Audit history is read-only; correct current information through the process that owns it.
How to review and filter audit history
- Open Administration → Audit history.
- Choose Governance or People & access.
- Choose 30 days, 90 days or All.
- Filter by person when investigating a specific change.
- Select Load more when older events are available.
What happens next
Audit history is read-only. Correct current information through the process that owns it; do not try to rewrite earlier events.