Users

Settings > Users is where you manage the people who belong to your organization: inviting them, creating accounts directly, assigning roles, and controlling their access.

#Before you start

Anyone with a role of Manager or above can open Users and view the list and profiles. Making any change — inviting, creating, editing a role or status, resetting a password, ending sessions, or removing access — requires Owner or Admin. Customers and Guests can't open Users at all.

This page controls organization membership and role, not what a member can do inside each module day to day — that's covered by Permissions.

#The Users list

The list has two tabs.

Members — Name (links to the profile, with a "You" badge for yourself), Email, Mobile, Role, Status (Active or Deactivated), Last login, 2FA (On or Off), and Actions.

Pending invitations — Email, Role, Invited by, Sent, and Expires (badged "Expired" once past), with an empty state "No pending invitations."

The toolbar shows Invite users and New user, each only if your role allows it.

#Invite people to your organization

1. Select Invite users.
2. Enter an email address and choose a role for each row. Paste a list of addresses (separated by spaces, commas, or semicolons) to expand them into one row per address automatically.
3. Select Add another for more rows, or remove a row with its delete button.
4. Select Send N invitation(s).

Each address is processed on its own, so one problem row doesn't block the rest — you'll see a summary combining outcomes such as "{n} invitation(s) sent", "{n} resent", "{n} skipped (already a member(s))", and "{n} refused — no seats available." Re-inviting an address that's already a pending invite refreshes its expiry and can change the role it was invited with; re-inviting a deactivated member's address reactivates them instead of sending a fresh invite.

From the Pending invitations tab you can also Resend an invitation (renews its 7-day expiry, no confirmation) or Revoke it (confirmation: "Revoke the invitation to {email}? Their invitation link will stop working immediately.").

#Create a user directly

Use this to create a brand-new account yourself, rather than sending someone an invitation to set up their own.

1. Select New user.
2. Under Details, enter First name, Last name, Email address, and optionally Mobile (international format, for example +94771234567).
3. Under Access, choose a Role (you can't offer a role higher than your own) and leave Active on, or turn it off to create the account without giving it access yet.
4. Under Password, choose Send a setup link (they choose their own password — you can also copy the link afterwards and send it another way) or Set a password now (they're asked to change it the first time they sign in).
5. Select Create user.

Creating an active user consumes a seat immediately; creating one inactive doesn't. If no seats are available you'll see "This organization has no seats available. Ask an administrator to contact us before adding more people." An email address that already has an account is rejected with "An account already exists for this email address. Use "Invite users" to add them to this organization instead." — use Invite for that person instead.

On success you'll see "User created." (manual password) or "User created and setup link sent." (setup link) and land on their profile.

#Roles and what they can do

A role can never be assigned above the assigner's own rank, and the Owner role can't be assigned from this dropdown at all — see Current limitations.

#A user's profile

Selecting a member opens their profile:

• Profile — mobile, email verified status, joined date, last login (date and IP, or "Never signed in").
• Password (shown only if you can manage this person's secret — never for yourself, never for someone who outranks you) — email a reset link, generate a link to copy, or set a password directly.
• Activity — the audit trail; see below.
• Role and access — change their role or activate/deactivate them.
• Security — their 2FA status (read-only here) and a control to sign them out everywhere.
• Danger zone — remove them from the organization.

An Edit details link (shown if you can update them) opens a form for First name, Last name, Email address, and Mobile — the same fields as Profile. Changing their email clears its verified status. Saving shows "User updated."

#Change a user's role

On their profile, choose a new role in Role and access and select Save (enabled only once you've changed it). Assigning a role higher than your own is rejected with "You cannot assign a role higher than your own." You can't change your own role from here, and the Owner's role can only change through an ownership transfer.

#Activate or deactivate a user

• Deactivate — select Deactivate, confirm "Deactivate {name}? They lose access to this organization and are signed out. Their record, role, and history are kept." This frees a seat but keeps everything about them intact.
• Reactivate — select Reactivate (no confirmation). This consumes a seat, and is refused with the same no-seats message as creating a user if none are available.

A deactivated person who also belongs to another organization is moved into it straight away. If this was their only organization, they see a page explaining that their access to it was removed, with Create or join a team (which opens their team list) and Sign out, and nothing from it is shown to them. Reactivating someone who has no other organization puts them back into this one.

You can't deactivate or reactivate yourself, the Owner, or anyone who outranks you.

#Send a password setup or reset link, or set one directly

From the Password card on a user's profile:

• Email a reset link — sends it directly to them. Toast: "Link sent."
• Generate a link to copy — shows the link once so you can send it another way yourself. Toast: "Link generated — copy it now, it is only shown once."
• Set a password directly — enter a password and confirmation, with Require them to change it at next sign-in checked by default, then select Set password. Toast: "Password updated."

Which kind of link is generated is decided for you: someone who has never signed in gets a 7-day account setup link, everyone else gets a 24-hour reset link. Issuing a new link retires any earlier unredeemed link of the same kind.

#End a user's sessions

Select Sign out everywhere on their profile, confirm "Sign {name} out everywhere? Their browser sessions end on their next request and their API tokens are revoked immediately." Toast: "Signed out of all sessions." This isn't instant for a session already open in a browser — it applies on that browser's next request.

#Remove access

In the Danger zone, select Remove from organization, then confirm "Remove {name} from this organization? Their account and everything they created stay intact — they just lose access here. Deactivating instead keeps their role and history in place." Toast: "User removed from the organization." This drops their membership entirely (unlike deactivating, which keeps it) and always signs them out — but their account itself is never deleted, and everything they created stays attributed to them. They're moved into another organization where their access is active, or, with none, left without one.

#The audit trail

The Activity card on a user's profile lists administrative changes affecting them (most recent 50), with the empty state "No administrative changes recorded yet." Entries include things like "Added {name} to the organization", "Updated {name}'s profile", "Changed {name}'s role from {from} to {to}", "Deactivated {name}" / "Reactivated {name}", "Removed {name} from the organization", "Signed {name} out of all sessions", "Set {name}'s password directly", and both kinds of password link being generated or emailed.

#Errors you may see

#Current limitations

• Ownership transfer has no control anywhere on screen. The Owner role can only ever move to someone else through an ownership transfer, and there's currently no button or form in the app to start one — even though the profile's Activity feed has a message format reserved for it. Until this is added, an Owner's role can't be changed from the Users screen.