User Management

Add, manage, and remove team members.

Viewing Users

1. Go to Settings → Team
2. See all users in your organization

User list shows:

• Name and email
• Role
• Status (Active, Pending, Suspended)
• Last activity

Inviting Users

Click Invite

Click + Invite User button.

Enter Email(s)

Add email addresses:

• One per line
• Or comma-separated
• Up to 10 at once

Select Role

Choose their permission level:

• Admin - Full access
• Manager - Most features
• Employee - Limited access

Send Invites

Click Send Invitations.

Invitees receive email with link to create account.

Managing Existing Users

Changing Roles

1. Click user's name
2. Click Change Role
3. Select new role
4. Save

Suspending Users

Temporarily disable access:

1. Click user's name
2. Click Suspend User
3. Confirm

Suspended users:

• Cannot log in
• Keep their data
• Can be reactivated

Reactivating Users

1. Find suspended user
2. Click Reactivate
3. Access restored immediately

Removing Users

Permanently remove from organization:

1. Click user's name
2. Click Remove User
3. Choose what happens to their data:
   • Reassign to another user
   • Keep unassigned
   • Delete
4. Confirm removal

User Roles

Built-in Roles

Role Permissions Summary

Custom Roles

Create tailored roles:

1. Go to Settings → Roles
2. Click + New Role
3. Name the role
4. Select permissions
5. Save

See Custom Roles for details.

Bulk User Management

Import Users

Add many users at once:

1. Click Import Users
2. Download CSV template
3. Fill in: Email, Name, Role
4. Upload file
5. Review and confirm

Export User List

Download user directory:

1. Click Export
2. Choose format (CSV/Excel)
3. Download

Useful for audits and records.

User Activity

Activity Log

See what users are doing:

1. Click user's name
2. View Activity tab
3. See recent actions:
   • Projects accessed
   • Documents uploaded
   • Quotes created

Login History

View login records:

• Date/time
• IP address
• Device/browser
• Success/failure

Notifications for Users

User Invitations

When you invite someone:

• Email sent immediately
• You're notified when they accept
• Reminder sent after 3 days

Role Changes

When roles change:

• User notified by email
• Effective immediately
• Activity logged

Best Practices

Principle of Least Privilege

Give users only the access they need:

• New employees start as Employee role
• Promote to Manager when needed
• Reserve Admin for trusted staff

Regular Audits

Review user list monthly:

• Remove departed employees
• Update roles as responsibilities change
• Check for unused accounts

Document Access

Know who can see sensitive data:

• Financial info = Admin/Owner
• Client data = Project team only
• Confidential docs = Restricted

Troubleshooting

Q: User didn't receive invitation

• Check spam folder
• Verify email address
• Resend invitation

Q: User can't access a project

• Add them to project team
• Check their role permissions
• Verify project isn't archived

Q: Too many users for plan

• Upgrade plan for more users
• Remove inactive users
• Suspend instead of remove (keeps data)

Next Steps

• Custom Roles - Create tailored permissions
• Team & People - Manage your workforce
• Billing - Adjust plan for more users