This article explains how agent access works in HappyFox Workflows — including how to invite agents, what they can do once they have access, how to deactivate and reactivate agents, and what is required to connect HappyFox Help Desk to your Workflows account.
How access works
HappyFox Workflows does not have role-based permissions. Every agent who has been invited to your Workflows account can create, edit, enable, disable, and trigger workflows — and can also invite or deactivate other agents. There are no restricted actions within the product once an agent has access.
Inviting an agent
Any active agent can invite a new agent to the Workflows account. The person being invited does not need to have a HappyFox Help Desk account — Workflows access is independent.
- Navigate to Manage > Agents in the left panel.
- Click the + icon at the top of the Agents list. The Invite Agent panel opens on the right.
- Enter the agent's First Name, Last Name, and Email.
- Submit the form to send the invitation.
The invited agent receives an email with a sign-up link. They must use that link to create their Workflows account. Until they complete sign-up, they appear under the Pending tab on the Agents screen.
Note: An agent invitation is not the same as a HappyFox Help Desk account. The two are separate — an agent can have Workflows access without any Help Desk account, and vice versa.
The Invite Agent panel showing the First Name, Last Name, and Email fields.
Deactivating an agent
Any active agent can deactivate another agent's access.
- Navigate to Manage > Agents.
- Click the three-dot menu (⋮) next to the agent's name.
- Click Deactivate.
The agent's account is deactivated immediately. They move to the Deactivated tab and can no longer log in or access the Workflows account.
The Agents screen showing the Deactivate option in the three-dot menu.
Reactivating a deactivated agent
Deactivation is reversible. Any active agent can reactivate a deactivated agent.
- Navigate to Manage > Agents and click the Deactivated tab.
- Click the three-dot menu (⋮) next to the agent's name.
- Click Re-activate.
The agent's access is restored and they return to the Active tab.
The Deactivated tab showing the Re-activate option.
Recovering access to Workflows
If an agent cannot log in to HappyFox Workflows, the two most likely causes are:
- Their account was deactivated by another agent.
- They were invited but never completed sign-up using the email link, so no account was created.
In either case, the agent should contact any active Workflows agent to reactivate their account or resend an invitation.
Connecting HappyFox Help Desk to Workflows
To connect HappyFox Help Desk as an app in HappyFox Workflows, the agent completing the authorisation must be an account administrator in HappyFox Help Desk. This is a requirement imposed by HappyFox Help Desk — only an account admin can authorise external applications to connect to the Help Desk account.
If a non-admin agent attempts to authorise the connection, they will see a permissions error indicating that account admin access is required.
Once the connection is authorised by an admin, all Workflows agents — including those who do not have a HappyFox Help Desk account — can use HappyFox Help Desk triggers and actions in their workflows.
Note: The admin requirement applies only to the initial authorisation of the HappyFox Help Desk connection. It does not affect day-to-day workflow creation or execution.
Next steps
Your Workflows agents are now set up and ready to build. Next, build your first workflow to start automating actions across your connected apps.