The ROOK Portal has three levels of identity. Your account is your personal login, identified by one email address. Your organization is your company, and it is owned by a single account. A Client is the unit you integrate against: each Client has its own credentials, webhook configuration, end users and health data, and is identified by a Client UUID. One organization can own several Clients.
Use this article to work out which of the three levels a question about access, credentials or billing belongs to.
Important: If you’re a ROOK Legacy client, don’t worry if some modules, such as Plans, Legal and Billing, don’t appear in your portal.
What are the three identity levels in the ROOK Portal?
Level | What it is | What identifies it |
Account | Your personal login. One email address, one password. | your email |
Organization | Your company as ROOK knows it: company name, country, line of business, estimated users. Owned by a single account. | the Owner account |
Client | The unit you actually integrate against. One Client = one set of credentials, one webhook configuration, one pool of end users and their health data. | its Client UUID (and a shorter Client ID) |
The ROOK Portal UI calls the third level a Client everywhere: the switcher at the top of the sidebar says Your Clients, and the button to add one says Create Client. It is called a Client, and not a project, because a Client is the same entity your API calls and webhooks are authenticated against.
What is configured per Client?
Everything in this list is configured per Client. Two Clients in the same organization share none of it:
Credentials — Client UUID and Secret Key, plus SDK authorization (bundle ID / package name).
Webhooks — data webhook, notification webhook, basic auth and signature settings.
Products and configuration — Rook Connect, ROOK Extraction App, Rook Score, ROOK Signals, redirect URL, timezone, data preferences.
End users and their data — a user registered under one Client does not exist under another. Moving end users between Clients is not a portal operation; contact ROOK if you need it.
Logs and monitoring — logs, users and client activity are always scoped to the Client you have open.
Members and seats — the team with access, and the seat count from your plan.
Legal documents — contracts and signatures are signed per Client.
Plan and subscription — each Client has its own plan.
Because configuration is per Client, the Client you have selected is part of the ROOK Portal URL: /client/<client-id>/.... If you send that link to a teammate, they land on the same Client you were looking at, provided they have access to it.
What belongs to my account or organization instead?
These settings live on your ROOK account or your organization, not on an individual Client:
Your profile — name, avatar, password.
Company details — company name, country, line of business, estimated users, logo and cover image.
Co-owners — a co-owner is named once and gains access to every Client you own.
The billing overview — the Billing section shows every Client you own in one place, and lets you pay for several of them in a single checkout ("Paid together"). The individual plan still lives on each Client.
Invitations addressed to you — member invitations, co-ownership offers and ownership transfers all arrive at your account, not at a Client.
What is the difference between owning a Client and being a member of one?
The Client switcher in the ROOK Portal separates Clients you own from Clients someone shared with you, and the distinction changes what you can do:
| Your Clients (Owner) | Shared with you (Member) |
How you got there | you created the Client, or it was transferred to you | someone invited you |
Badge in the portal |
|
|
Counts against your Client limit | Yes | No |
Can name co-owners, cancel the service, transfer ownership | Yes | No |
How many Clients can I own?
The limit comes from your ROOK account — 3 by default. The Client switcher shows your usage (for example 3/3) and disables Create Client once you reach the limit. Clients shared with you never count towards that number. If you need more Clients, talk to ROOK sales.
What can each role do?
Every member of a Client holds one role. Roles are assigned per environment, so the same person can be an Admin in Sandbox and Read Only in Production.
| Owner | Co-owner | Admin | Editor | Read Only |
Credentials | Yes | Yes | Yes | No | No |
Setup & configuration | Yes | Yes | Yes | Yes | No |
Products | Yes | Yes | Yes | Yes | No |
Tools (Playground, simulators, lab data) | Yes | Yes | Yes | Yes | No |
See members | Yes | Yes | Yes | No | No |
Invite / remove members, change roles | Yes | Yes | Yes | No | No |
Plans & payments | Yes | Yes | No | No | No |
Legal documents | Yes | Yes | No | No | No |
Name or remove co-owners, cancel the service | Yes | No | No | No | No |
Three things to know about ROOK Portal roles:
Read Only can open the dashboard and read metrics, but changes nothing.
Co-owner is deliberately close to Owner: same access to Plans, Payments, Legal and Members, across every Client you own. Only the Owner can add or remove co-owners and cancel the service.
A page you have no permission for is not shown in the sidebar. Some sections can also be turned off for a Client entirely, independently of role, and in that case nobody sees them, Owner included.
What are seats, and what happens when they run out?
Each Client has a seat count from its plan, shown as used/total in the Members section of the ROOK Portal. When the seats are full, Add member is disabled with "Seat limit reached — remove a member to add more." Remove someone or upgrade the plan of that Client.
What do the member statuses mean?
Status | Meaning |
Invited | The invitation was sent and is waiting. You can resend it. |
Active | They accepted and have access. |
Declined | They turned the invitation down. Send a new one if needed. |
Revoked / Disabled | Access was withdrawn. |
Does my Client exist in every environment?
Not necessarily. A Client lives in the environments your plan and contracts allow, and the environment picker in the header only lists those. If you open the Client picker and see a Client marked as unavailable with an "Open in Sandbox" button, that Client exists — just not in the environment you are currently in. The button takes you there.
Each environment also has its own credentials for the same Client. For how the environments differ and how credentials work in each, see How do ROOK Sandbox and Production credentials work?.
How do I switch, create, share or transfer a Client?
How do I switch between Clients?
Click the Client name at the top of the ROOK Portal sidebar. Clients you own appear under Your Clients, and Clients you were invited to appear under Shared with you.
How do I create a Client?
Open the same menu and choose Create Client. You provide the name, country, line of business, your role, estimated users, and answer two compliance questions (EU/UK/CH end users, HIPAA). Logo and cover image are optional and can be added later from Account details. Client names must be unique among your own Clients.
How do I invite someone to a Client?
Go to Account → Members → Add member and enter their email plus a role per environment. They receive an email invitation, and the invitation is accepted from their own ROOK account.
How do I add a co-owner?
Go to Account → Profile → Co-owners. Only the Owner can do this. The dialog lists exactly which Clients the co-owner will gain access to before you confirm.
How do I transfer a Client to another owner?
Go to Account → Profile → Transfer ownership and enter the new owner's email. Once they accept, you lose owner access to that Client. Until they accept, nothing changes.
Which identifier do I give ROOK support?
Your Client ID — the short numeric identifier visible in the ROOK Portal URL (/client/12345/...). The Client ID plus the environment is normally all ROOK support needs, and it is safe to share.
Do not send your Client UUID or Secret Key. Those are the credentials your integration authenticates with, and they are secrets. See How do ROOK Sandbox and Production credentials work? for where to find them and how to handle them.
Frequently asked questions
Should I create a second Client or a second ROOK account? Create a second Client in the same account. A second ROOK account gives you a separate login, separate billing and no shared visibility, which is almost never what you want.
Can one person be in more than one organization? Yes. One ROOK account can own its own Clients and be a member of Clients owned by other companies. All of them appear in the same Client switcher, grouped separately.
I am the Owner, but a section is missing from the ROOK Portal. Why? Either that section is disabled for this Client, or you are looking at the wrong Client or the wrong environment. Check the Client name in the sidebar and the environment badge in the header before anything else.
Someone left the company. What do I do? Remove their member row from each Client they had access to (Account → Members). If they were a co-owner, remove them from Co-owners, which revokes access to every Client at once. If they were the Owner, ownership has to be transferred to another account before their account is removed.