Users and invitations

Staff join the platform by invitation. There is no screen for creating an account directly: you invite the person, they accept, and their account is created with the role you chose.

Inviting a new member of staff

Who can do this: Admin, Proprietor, Branch Manager.

1. In the left-hand menu, under Administration, select Invitations. (On the Users screen, Invite User takes you to the same place.)
2. Select Invite User.
3. In Email Address, enter the person's email address. It must be the address of the Google or Microsoft account they will sign in with.
4. In Role, choose their role: Administrator, Branch Manager, Area Manager, Collection Officer or Viewer. The default is Viewer. See Roles and permissions.
5. Select Send Invitation.
6. The dialog shows "Invitation created successfully!" and the invitation link. Select the copy button next to the link, then send the link to the person yourself - by email, message, or however your organisation prefers.
7. Select Close.

caution

The platform does not email the invitation. Copy the link from the dialog before you close it: this is the only place the working link is shown. If you lose it, cancel the invitation and create a new one.

The person accepts by opening the link and signing in with Google or Microsoft, using the same email address. See Signing in and out.

Rules for invitations

• An invitation expires seven days after it is created. The expiry date is shown in the dialog and in the list.
• You cannot invite someone who already has access to your organisation.
• You cannot create a second invitation for an email address while an earlier one is still pending. Cancel the earlier one first.
• The Proprietor role cannot be given by invitation.

The invitations list

The User Invitations screen lists every invitation with its Email, Role, Status and Expires date. The status is one of:

Status	Meaning
Pending	Not yet accepted, and not expired.
Accepted	The person has accepted and now has an account.
Expired	The seven days passed before it was accepted. Create a new invitation if they still need access.

Cancelling an invitation

1. On the User Invitations screen, find the pending invitation.
2. Select the delete button (Cancel invitation).
3. Confirm.

The link stops working straight away.

Managing existing users

Who can do this: Admin, Proprietor.

1. In the left-hand menu, under Administration, select Users. The User Management screen lists everyone in your organisation, including deactivated users, with their Name, Email, Role and Status.
2. To narrow the list, use Filter by Role.
3. Select the view or edit button on a row to open that user.

On the user's page you can change:

Field	Notes
Full Name	Required.
Username	Shown for reference; it cannot be changed.
Email	Must be a valid address not used by another account.
Role	Admin, Branch Manager, Area Manager, Collection Officer or Viewer.
Phone	Optional, up to 20 characters.
Active / Inactive	Switch off to deactivate the user.

Select Save Changes. The page returns to the user list with "User updated successfully."

Below the form, Role Permissions Reference shows what every role can do. It is for reference only; permissions are fixed per role and cannot be edited.

Deactivating someone who has left

Switch the user to Inactive and select Save Changes. They can no longer sign in to your organisation. Their past work - clients registered, collections recorded and so on - is kept.

To give them access again, switch them back to Active.

Changing someone's role

Choose the new Role and select Save Changes. Ask the person to sign out and sign in again so their menus match the new role.

note

Your organisation must always have at least one active Admin (or Proprietor). If you try to deactivate or change the role of the last one, the change is refused with "Cannot remove the last active admin of the tenant".

Passwords

Administrators cannot see or set a user's password. Staff who sign in with a password change it themselves under My Profile. Staff who sign in with Google or Microsoft manage their password with that provider.