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.
- Change the role on their row. It takes effect the next time they load a page.
Two per-person settings are worth knowing about, because they are the usual cause of "why can my colleague see more than me":
- Limit them to their own documents. They then see only documents where they are the named salesperson, in lists and in reports.
- Limit them to certain outlets. They then see only those branches. Someone with no restriction sees everything.
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 Invite User is missing, your role does not include managing people. Ask the workspace owner.