Watch: Administrator Essentials
A short walkthrough of the Users screen, roles and seats, and read-only oversight.
Adding and editing users
- On the Users screen you can create users directly or send an email invitation, then resend or cancel an outstanding invitation.
- Edit a user's display name and email address. If the address is already in use you'll be told before anything changes, and changing the email of a user who hasn't accepted yet re-sends their invitation to the new address.
- Send a password reset link to any active user straight from their row.
Roles and seats
- Assign one or more roles per person — Administrator, Process Manager, Service Manager, Service Agent. Roles are shown by their friendly names, not internal slugs.
- Roles are explicit. Being an administrator does not grant editing rights in the Process Manager, Service Manager, or Service Agent areas — add the role to your own account when you need to make changes there.
- The seat counter above the table counts active members plus outstanding invitations against your plan's seat limit, and refreshes after every change.
- The first user in a new agency receives all four roles so they can set everything up on day one.
Deactivating and reactivating
- Deactivating a user keeps all of their history and frees their seat. Reactivate at any time from the same row.
- Tick Show deactivated above the users table to include deactivated accounts — they're hidden by default, and the checkbox shows how many exist. The Clients screen has the same option.
- The last remaining administrator can't be deactivated or have the Administrator role removed.
- A deactivated person who tries to sign in is told their account has been deactivated and to contact their administrator — never a raw system error.
Read-only oversight
Administrators can see the whole agency without holding operational roles, which keeps auditing easy without blurring who owns the work.
- The sidebar shows Process Manager, Service Manager, and Service Agent areas with a View only badge.
- Screens display every client and every agent's work agency-wide, with actions disabled and a notice reading “Add the … role to your account to make changes.”
- Adding the matching role to your own account on the Users screen turns those screens into full working views immediately.