How to Handle Access Requests

When someone tries to join your Broker Buddha AI organization on their own — for example, by signing in with their work email through SSO or by using a sign-up link — their request lands in the Access Requests tab so an admin can review it. From there you can approve them (which creates their user account) or deny them, all from one place.

🔐 Who can handle access requests? Only Account Owners and Billing Managers can approve or deny requests. Standard Users will not see this tab.

🧭 Getting to Access Requests

Step 1: Click the Settings ⚙️ icon in the bottom-left corner.

Step 2: You'll land on the Users area by default.

Step 3: From the top tab bar, click Access Requests.

The page is split into two sections:

• ⏳ Pending Access Requests — requests waiting on your decision
• 📜 Recent Processed Requests — a log of requests that have already been approved or denied

⏳ Pending Access Requests

The top section shows everyone currently waiting for access. The header reads Pending Access Requests with the helper text "Review and approve requests from users who want to join your organization."

For each pending request you'll typically see:

• Name — the requester's full name
• Email — the email address they're requesting access with
• Requested Role — the role they're asking for (e.g., CustomerUser )
• Action buttons — to approve or deny the request

✅ No pending requests? If everyone has already been processed, you'll see an All access requests have been processed empty state. There's nothing to do here until a new request comes in.

✅ Approving a Request

When you approve a request:

1. Locate the requester in the Pending Access Requests list.
2. Click Approve on their row.
3. The request is processed immediately — the user is added to your organization with the requested role and gains access on their next sign-in.
4. The entry moves from Pending down to Recent Processed Requests with an Approved  status.

💡 Once approved, the user appears in the Users tab. From there you can adjust their role or assign product licenses via Manage Users & Products. See How to Add, Edit, and Disable Users for details.

❌ Denying a Request

When you deny a request:

1. Locate the requester in the Pending Access Requests list.
2. Click Deny on their row.
3. The request is processed immediately and the entry moves to Recent Processed Requests with a Denied  status.
4. The user is not added to your organization.

⚠️ Tip: If someone you don't recognize is requesting access, double-check the email domain and contact your team before approving. When in doubt, deny — the person can always request again.

📜 Recent Processed Requests

The lower section is a read-only log of every request that has already been handled.

For each processed request you'll see:

• Name — the requester's name
• Email — the email used for the request
• Requested Role — the role originally requested (e.g., CustomerUser )
• Status — Approved  ✅ or Denied  ❌
• Date Processed — the date your team acted on the request

💡 For a complete audit trail — including who approved or denied each request — see the History tab. Each access request action is logged there as AccessRequest Created  or AccessRequest Updated , with the actor's name and timestamp.

🔁 The Full Lifecycle of a Request

Here's what happens from start to finish:

1. A user attempts to join your organization → an entry appears in Pending Access Requests.
2. An Account Owner or Billing Manager clicks Approve or Deny.
3. The request moves into Recent Processed Requests with the appropriate status.
4. A matching entry is logged in the History tab (AccessRequest Updated ) showing who took the action.
5. If approved, the user account is created and appears in the Users tab.

💡 Best Practices

• Review pending requests promptly — users can't access the platform until you approve them.
• Verify identity before approving, especially for unfamiliar email addresses or external domains.
• Use the History tab to audit who approved each request, not just whether it was approved.
• Adjust roles and product licenses after approval — by default, approved users get the role they requested, but you can change their role and assign products from Users → Manage Users & Products.
• Communicate denials when appropriate — the system processes the request, but the person may not know why they were denied. A quick note from your team can prevent confusion.