Users and permissions: give your team access

A client account can be used by several people without sharing a password. Each user signs in with their own email address and password and gets only the permissions you choose. This guide invites a user, explains every permission and shows how to change or remove access.

Before you start

• Sign in with the account owner's login. Users without full permissions may not be able to manage other users.
• Have the email address the person will sign in with. If they already have a login with us, use that address.

Step 1: Open User Management

Open the account menu (your name at the top right) and select User Management. The page shows how many users were found and lists each one with Email Address, Last Login and Actions.

1. Owner marks the account owner. As the note under the list says, "Account owners always have full permissions over a client account." Their buttons are disabled.
2. 2FA on or 2FA off shows whether the user protects their login with two-factor authentication.
3. Manage Permissions and Remove Access change a user's access.
4. Pending Invites lists invitations that were not accepted yet.

Step 2: Invite a user

In Invite New User:

1. Enter the person's Email Address.
2. Under Permissions, choose All Permissions, or Choose Permissions and tick only what they need (see Step 3).
3. Select Send Invite.

Verify: the page shows "Invite sent successfully!" and the address appears under Pending Invites with the time the invite was sent.

The person receives an email with a link. If they already have a login, they accept with it; otherwise they register a new login on the invite page, see switch between client accounts. Once they accept, they appear in the user list.

In Pending Invites, Resend Invite sends the email again, and Cancel Invite withdraws it; the person is not notified of a cancellation.

Step 3: Choose the right permissions

If your client area offers quotes, View & Accept Quotes appears in the list as well.

Step 4: Change a user's permissions

1. Select Manage Permissions next to the user. The page says "Choose what this user can see and change in your account."
2. Tick or untick permissions. At least one must stay ticked.
3. Select Save Changes, or Cancel Changes to go back without saving. User Management at the top right also returns to the list.

Verify: the page shows "Permissions updated successfully!".

Step 5: Remove a user's access

Select Remove Access next to the user and confirm "Are you sure you wish to remove this users access?". "They will no longer be able to access or administer this account." Their login stays valid for other client accounts they belong to.

When someone leaves, also change the server passwords, SSH keys and API keys they knew, and delete them as a contact if they were one.

Good practice

• One login per person and two-factor authentication for everyone; check the 2FA on badges, see two-factor authentication.
• Review User Management regularly and remove people who no longer need access.
• Keep the owner login safe. The owner always has full permissions; use it for account administration and give day-to-day work its own users.

Troubleshooting

"The email address you entered already has an active invitation." Use Resend Invite under Pending Invites instead of a new invite.

"The email address entered is already a user of this account" The person already has access. Use Manage Permissions to change what they can do.

"Choose at least 1 permission." With Choose Permissions, tick at least one permission before you send the invite or save.

The invitation email does not arrive. Ask the person to check their spam folder, check the spelling of the address, then use Resend Invite.

A user cannot see a page or menu item. They lack the permission for it. Add it with Manage Permissions.

Next steps

• Switch between client accounts
• Contacts and email preferences
• Two-factor authentication