Everyone who works in your business gets their own sign-in. What they can see and do is decided by the role you give them, so the decision worth thinking about is the role, not the invitation.
Before you start
- Decide which role each person needs. Roles are set up in User ManagementRole — look at what the existing ones allow before inventing a new one.
- Have their email address ready. That is where the invitation goes and it becomes their sign-in.
Invite someone
- Open User ManagementUser and click Invite User.
- Type their Email.
- Pick the role they should have.
- Click to send. They appear in the list straight away as a pending invitation.
They get an email with a link, set their own password, and are in. You never see or set their password.
Invitations expire. If someone has left it too long, cancel the pending invitation and send a fresh one rather than waiting.Change what someone can do
- Open User ManagementUser.
- Click the three-dot … icon at the end of their row and choose Edit. A window opens with their roles, outlets and document access.
- Under Roles, tick each role they should have and untick any they should lose. Someone with more than one role can do everything each of those roles allows.
- Under Outlets, tick the branches they work in. They see nothing from a branch that is not ticked.
- Switch on Restrict to their own transactions if they should see only documents where they are the named salesperson or purchaser.
- Click Save. The change takes effect the next time they load a page.
The outlets and that switch are the usual answer to "why can my colleague see more than me?" — check them before changing a role.
When someone leaves
Switch the person off rather than deleting them. Their name stays on the documents they raised, which is what your audit trail needs.
- Open User ManagementUser.
- Use the … menu on their row and deactivate them.
They can no longer sign in. Everything they created stays exactly as it was.
Do this the same day someone leaves. A deactivated account cannot sign in at all, which is the point — an unused active account is the one nobody notices.Other things you can do
- Cancel a pending invitation. Use the … menu on the pending row.
- Build a role of your own. User ManagementRole lets you tick exactly what a role can see and do. Needs Role Management on your plan
- Require approval above a value. Approval settings decide which documents need signing off and by whom. Needs Approval Workflow on your plan
- See who did what. The activity log records changes by person. Needs Action Logs on your plan
What can stop you
- If the invitation is refused because the address is already in use, that person already has an account here — check the list including inactive people.
- If you cannot invite anyone else, you have reached the number of people your plan allows. Add seats, or deactivate someone who has left.
- If a new colleague signs in and sees almost nothing, their role is too narrow. Change it and ask them to reload.
- If a colleague sees fewer documents than you, they are limited to their own documents or to certain outlets.
- If Edit is greyed out on someone's row, they are the workspace owner, whose access cannot be changed.
- If Invite User is missing, your role does not include managing people. Ask the workspace owner.