Inviting people
How an account comes into existence, who may invite whom, and what happens to somebody’s equipment when they leave.
There is no public sign-up
PioAssets is invitation-only by design. Nobody outside your company can create an account on your tenant, however they arrive at the site. Every account is either invited by somebody who already has one, or provisioned by your identity provider.
Inviting a colleague
Who can: Super Admin and Company Admin, and HR. HR may invite Registered Employees only — registering a joiner is HR work, granting privileged roles is not, and the server refuses any other role on an HR invitation rather than trusting the form.
- 1
Open People
Under the Administration group. If you cannot see it, your role does not include it.
- 2
Invite, and fill in who they are
Name and work email. Department and office matter more than they look: department drives what a person can see under a department scope, and office is where their equipment is counted.
- 3
Tick their roles
One or more. If the combination is one that undermines a separation of duties, you will be asked to acknowledge it deliberately.
- 4
Send it
They receive an email with a link to set their own password. You never see or set it — a password somebody else typed is not a password.
- 5
They sign in
The link takes them to pioassets.com, they choose a password, and the account becomes active. Until then it sits as invited.
An invitation that goes unanswered is chased automatically — reminders go out on a schedule, and the invitation itself expires rather than staying valid indefinitely.
Single sign-on
If your company uses Microsoft Entra, people can sign in with their work account instead of a PioAssets password, and an account is created on first sign-in with the default employee role. Anything beyond that is granted deliberately in People — an identity provider proves who somebody is, not what they should be allowed to do.
Changing what somebody can do
Open People, choose the person, adjust their roles and save. It takes effect on their next action. What each role can do is set out in Roles and permissions.
When somebody leaves
Deactivating an account stops the person signing in while keeping everything they were part of: their equipment history, the requests they raised, the approvals they gave.
Deleting is refused while equipment is still assigned to them. That is deliberate. A deletion that quietly orphaned three laptops would leave the fleet wrong in a way nobody would notice for months. Take the equipment back first — which is a record of who returned what, in what condition — and then delete.
A deleted account disappears from the directory and can never sign in again, but its assignment history and audit trail remain, because they are facts about equipment rather than about the person.
If an invitation does not arrive
Check the spam folder first, then whether your mail system quarantined it. An administrator can see exactly what was sent, and when, under notification settings — an invitation that was never delivered looks identical to one that was ignored until you look there.