User management is where you control who has access to your console. Invite new team members, assign them roles and groups, edit existing users, deactivate accounts that no longer need access, and reactivate them later if needed.
Getting started
Navigate to Settings > User management from the sidebar.
How it works
The page lists every active team member. Each user has a role that determines what permissions they have, and one or more groups that determine which locations they can see. Use the search box to find a specific person, and the three-dot menu in the top-right to invite new users or jump to the role editor.
When a user no longer needs access, deactivate them rather than delete. Deactivated users keep their history (so activity logs and assignments stay intact) but lose all access immediately. Reactivate them later from the Deactivated users view.
Step-by-step guide
Invite a new user
Open Settings > User management, click the three-dot menu in the top-right, and select Invite user. Fill in the invite form:
| Field | Required | Notes |
|---|---|---|
| Yes | Validates the email format. The invitee receives a confirmation email at this address | |
| Role | Yes | Pick from the available roles. Hover or expand to see the role's description |
| Groups | Yes | Multi-select. Pick every location the user should have access to |
Click Invite User. The invitee receives a confirmation email and appears in the user list with a pending state. They must click the link in the email to set their password and finish the sign-up. If they don't, see the Resend confirmation email section below.
Search for a user
- Use the Search users box at the top of the list
- Type any part of the user's first name, last name, or email
- The list filters live
Edit an existing user
Find the user in the list, click the dropdown action menu on the row, and click Edit user. The edit modal opens with these fields:
| Field | Description |
|---|---|
| The user's sign-in email | |
| Role | Pick a different role to change permissions |
| Groups | Multi-select; add or remove locations |
Click Save. The user's permissions and group access update immediately; they don't need to sign out and back in.
Deactivate a user
- Find the user in the list
- Click the dropdown action menu on the row
- Click Deactivate user and confirm
- The user is removed from the active list and added to Deactivated users
A deactivated user loses all access immediately but their history (activity log entries, assigned bookings, etc.) is preserved.
Reactivate a deactivated user
From the User management page, click the three-dot menu in the top-right and click View deactivated users. The deactivated users list opens with these columns:
| Column | What it shows |
|---|---|
| First name | User's first name |
| Last name | User's last name |
| Sign-in email | |
| Phone | Phone number |
| Actions | Activate button (requires the Activate users permission) |
Use the Search users box to find the right person and click Activate in the Actions column to restore access. To return to active users, click View Active Users at the top.
Resend a confirmation email
- Find the user with a pending invite in the user list
- Click the dropdown action menu on the row
- Click Resend confirmation email
- A new invite email is sent to the same address
Use this when the original invite expired or got lost in spam.
Manage roles
- From the User management page, click the three-dot menu in the top-right
- Click Edit user roles
- The roles page opens. See Custom roles and permissions for details on creating and editing roles
Reference
User list
| Column | What it shows |
|---|---|
| User | First name, last name, email (with copy-to-clipboard icon), and phone |
| Last login | Localized timestamp of the user's last sign-in, or "-" if never |
| Groups | Badges of every group the user has access to, or "-" if none |
| Role | The user's assigned role |
| Actions | Dropdown menu with row-level actions |
Top-right three-dot menu
| Item | Permission | Effect |
|---|---|---|
| Invite user | Invite users | Opens the invite form |
| View deactivated users | None | Switches to the deactivated users list |
| Edit user roles | Update roles | Opens the roles editor |
Per-row dropdown actions
| Action | Shown when |
|---|---|
| Resend confirmation email | The viewer has the Invite users permission. Useful for users with a pending invite |
| Edit user | The viewer has the Update users permission |
| Deactivate user | The viewer has the Activate users permission |
The dropdown is hidden entirely if the viewer has none of these three permissions.
Edit user modal
| Field | Description |
|---|---|
| Read-only display | |
| Role | Dropdown of all roles in the company |
| Groups | Multi-select of all locations |
| Cancel / Save | Save updates the user immediately |
Invite user form
| Field | Required | Notes |
|---|---|---|
| Yes | Validated for format | |
| Role | Yes | The invitee inherits all permissions on this role |
| Groups | Yes | Pick every location the invitee should access |
Deactivated users page
| Element | Description |
|---|---|
| Search users | Live filter on first name, last name, or email |
| First name / Last name / Email / Phone | Read-only columns |
| Activate button | Restores the user to active status |
| View Active Users | Returns to the main user list |
Good to know
- Roles control what a user can do; groups control which locations they can see. A user can have multiple groups, all with the same role.
- Deactivating a user does not delete their data. Activity log entries, assigned bookings, comments, and history all stay intact.
- The Email address on a user is also their sign-in. To change it, deactivate and re-invite at the new email.
- A pending user (invited but not yet signed in) shows in the active list. Use Resend confirmation email if their invite expired.
- The Edit user roles action takes you to the custom roles page where you can create or edit roles.
- The Last login column makes it easy to spot stale accounts. Sort by it (or filter by date in the event log) to find users who haven't signed in recently.
- All user-management actions are recorded in the event log under the User management feature.
FAQ
Q: A user said they never got the invite email. What do I do?
A: Open the user list, find the pending user, click the action menu, and pick Resend confirmation email. If they still don't get it, ask them to check spam.
Q: How do I move a user from one location to another?
A: Open the user list, click Edit user on the row, deselect the old group in the Groups multi-select, and select the new group. Click Save. Their access updates immediately.
Q: Can I change a user's email?
A: No. The email is the user's sign-in identifier. Deactivate the user and re-invite them at the new email instead.
Q: I can't see Invite user / Deactivate user. Why?
A: Each menu item is permission-gated. Invite user needs Invite users, Edit user needs Update users, and Deactivate user needs Activate users. Ask an admin to update your role on the custom roles page.
Q: A deactivated user is back on staff. How do I reactivate them?
A: Open User management, click the three-dot menu in the top-right, click View deactivated users, find the user, and click Activate. Their previous role and group memberships are restored.
Q: How do I see who deactivated a user and when?
A: Open Settings > Event logs, set the Feature filter to User management, and filter by date or by the user's name in the Event field.