Users & Invitations

Overview

The Users page in Settings is where company admins manage the people in their organization's workspace. From here you can add new users, send them an email invitation to set up their account, see who is active or still pending, and assign the roles that determine what each person can access. Keeping this list accurate ensures the right people have the right level of access to your quality system.

note

You can only create users or edit profiles if you have the matching permission (roles that include user create or update access). If you don't see the Create User button or editable fields, your role doesn't grant that access.

Key concepts

User statuses

Every user has a status that reflects where they are in the onboarding process. You can filter the list by status and change a user's status from their profile.

Status	What it means
Active	The user has accepted their invitation, set a password, and can sign in and use the workspace.
Invited	An invitation email has been sent, but the user hasn't set their password yet.
Inactive	The user has been created but not yet invited, or has been deactivated and can no longer sign in.

When you create a user, they start as Inactive. Sending an invitation moves them to Invited, and once they accept and set a password they become Active.

Profile fields

Field	Description
First / Last Name	The user's name, shown throughout the app.
Email Address	Used for sign-in and to send the invitation. Set when the user is created.
Roles	One or more roles that control what the user can see and do.
Site / Department	The location and team the user belongs to.
Preferred Language	The display language for the user.
Timezone	The time zone used when showing dates and times for the user.
User Color	A color used for the user's avatar and to identify them across the app.
Status	Active, Invited, or Inactive (see above).

How to invite a new user

1. Go to Settings → Users.
2. Select Create User in the top-right corner.
3. In the Create New User dialog, fill in the required fields: First Name, Last Name, and Email.
4. Choose one or more Roles, then select the user's Site and Department.
5. Optionally pick a User Color in the side panel.
6. To email the invitation right away, tick Send Invite. Leave it unticked to add the user now and invite them later.
7. Select Create User.

If you ticked Send Invite, the new user receives an email and their status becomes Invited. If you left it unticked, the user is created as Inactive and you can send the invitation later.

tip

You don't have to invite people the moment you add them. Add everyone first, then send invitations when you're ready for them to log in.

How to send (or resend) an invitation

1. Open the user from the Users list.
2. If they haven't been invited yet, select Send Invitation in the top-right of their profile.
3. The user receives an email with a secure link and their status changes to Invited.

The Send Invitation button only appears for users who have not yet been invited.

What the invited person does

The invited user clicks the link in their email, which opens a Welcome screen showing their name and email. They set a password (at least 8 characters), confirm it, and select Accept Invitation. Their account is then activated and they're taken to the sign-in page. If the link has expired, they'll see an "Invitation Expired" message and should ask you to send a new invitation.

How to assign or change roles

Roles control what a user can do in the app, so review them whenever someone's responsibilities change.

1. Open the user's profile from the Users list.
2. In the Role Assignments panel on the right, select the plus (+) button.
3. Tick the roles you want to add and untick any you want to remove.
4. To remove a single role quickly, select the X (or trash) icon next to it in the list.

Changes save automatically. A user with no roles shows "No roles assigned."

How to edit a user profile

The profile page edits inline — there's no separate edit form, and your changes save automatically as you go.

1. Open the user from the Users list.
2. To change the name, select it and type the new First and Last Name.
3. Update any field as needed: Preferred Language, Timezone, Site, Department, Status, or User Color.
4. To set or change the profile picture, select the avatar and upload an image in the Profile Picture dialog.

A Saving… indicator appears briefly while changes are stored. If something can't be saved, an error message appears at the top of the page.

tip

You can review everything a user has done by selecting View Audit Logs at the bottom of their profile.

Finding users

Use the toolbar at the top of the Users list to narrow things down:

• Search by name or email.
• Filter by role using the role dropdown.
• Filter by status with the All / Active / Invited / Inactive buttons.

note

Supplier users are managed separately under the Suppliers area and do not appear on this page.