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Working in a Timebase Organization

For someone invited into an organization somebody else runs: accepting the invitation, completing your profile, what you can see and do as a Member, and what to ask an Admin for.

Updated 12 Nov 2026Timebase Docs

Overview#

Somebody has invited you into their Timebase organization in Portal. This article covers what happens next: accepting, what you can see, what you can change, and what you need to ask somebody else for.

You have been invited as a Member or an Admin, whichever the person who invited you chose. This article is written for a Member, the ordinary role: you can see the organization and contribute to it, but the actions that change what the organization is, who is in it, or what it is licensed for belong to an Admin.

If you are setting up an organization of your own, or were invited as an Admin, read Setting Up Your Organization in Portal instead.

Accept the invitation#

  1. Sign in to Portal. Signing in for the first time creates your account, so there is no separate registration form.
  2. Verify your email. Until you click the link in the verification email, Portal shows one page headed Verify your email and nothing else. After clicking the link, select I've verified my email, and Portal lets you in.
  3. Complete your profile. Home asks you to Complete your profile: your first name, company, persona, industry and region, with your last name optional. Until you do, the organization does not open and Organizations stays out of the sidebar.
  4. Accept from Home. Your invitations are listed under Pending invites at the bottom of Home, with Accept and Decline. They stay there however many organizations you already belong to.

Portal needs a screen at least 768 pixels wide; on a phone it asks for a larger screen.

What you can see#

Open the organization from Organizations in the sidebar, or from the Organizations card on Home. At the top, the organization's type and status and its member, instance and licence counts, with two buttons: Licenses, which lists every licence in the organization, and Open topology, a picture of its installations and how they connect.

Below that, four sections:

Section What you see
Fields Custom properties, filtered to your level. See below
Members Who belongs, with their email, role, status and when they joined
Instances The Timebase installations in this organization, with their health, licence state, version and when each was last seen
Notes Notes, filtered to your level, each showing who wrote it and when

Select an instance to open its own page: its details, fields, notes, Licenses and Metrics. Select a licence to see its dates, its Entitlements and its history.

Home is a short welcome page once you are in: your organizations, the knowledge base, and a link to support.

You may be seeing a filtered view#

Notes and fields carry a visibility level, and it decides who sees them:

Level Who sees it
Member Everybody, including you
Admin Admins only

An Admin-level note or field does not appear on your screen at all, and nothing indicates that one exists. So if a colleague refers to a note you cannot find, you are not looking in the wrong place: ask them to re-author it at Member level.

What you can do#

Add a note or a field. Both are written at Member level, which everyone in the organization can see. This is the ordinary way to record something against the organization or an installation. You can edit Member-level items; Admin-level items are neither editable nor visible to you.

Download a licence file. On an installation's page, Download .license in its Licenses section is available to any member. Use it when an installation cannot reach Portal and its licence has to be carried to it by hand; see Licensing Your Timebase Installation. It is disabled when the installation has no active licence.

What to ask an Admin for#

These change the organization or its commercial standing, so they sit with whoever is accountable for it.

You need Ask an Admin to
Somebody else added Invite them
Your role changed Change it on the Members section
An installation added to the organization Link its Pulse. Only an Admin can
A licence issued or renewed Issue a Free licence or renew one. Anything beyond Free goes through Timebase support
The organization's name changed Edit it

If you open an installation and find New License greyed out, its tooltip says so directly: "You need an organization admin role to create a license". That is the expected state for a Member, not a fault.

Your profile#

Open View profile from your name at the bottom of the sidebar. It shows your email, name, company, persona, industry and region, and your Memberships: each organization with your role and status in it. If you belong to more than one organization, this is the quickest way to see which role you hold where, since it can differ. The email is fixed, as it is the identity you signed in with; Edit changes the rest. Change password is in the same menu under your name.

Troubleshooting#

What you see What it means What to do
Verify your email, and nothing else Your account is not verified yet Click the link in the verification email, then I've verified my email
Complete your profile, and no organization Your profile is not finished Complete it. The organization opens afterwards
No organizations listed Your invitation has not been accepted, or was never sent Look under Pending invites at the bottom of Home. If there is none, ask whoever invited you to send one
A note or field a colleague mentions is not there It was written at Admin level, so it is invisible to you Ask them to re-author it at Member level
New License is greyed out You are a Member Expected. Ask an Admin
Instances is empty No Pulse has been linked to this organization yet Ask an Admin to link it
You cannot edit a field you can see Its level is above yours Only Member-level items are yours to edit
Your role is wrong Roles are set by Admins Ask an Admin to change it on Members
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