User management is where you control who has access to your console. Invite new team members, see who has accepted their invite, assign roles and groups, edit existing users, and deactivate accounts that no longer need access.
Getting started
Navigate to Settings > User management from the sidebar. The page has two tabs, Users and Roles. Roles are covered in Custom roles and permissions.
How it works
Each user has a role that determines what they can do, and one or more groups that determine which locations they can see. Every user is in one of three states:
| Status | Meaning |
|---|---|
| Invited | An invite has been sent and the person has not finished setting up their account yet |
| Active | The person has set up their account and can sign in |
| Deactivated | Access has been switched off. History is kept and the account can be reactivated |
New team members are invited by email. The email carries a single Accept invite button that opens a setup page where the person enters their name and chooses a password, then lands in the console signed in. There is no temporary password to type. Invite links work for 7 days and can only be used once; resending an invite replaces the earlier link.
When a user no longer needs access, deactivate them rather than delete. Deactivated users keep their history (activity logs and assignments stay intact) but lose all access immediately.
Step-by-step guide
Invite a new user
- Open Settings > User management
- Click Invite user at the top right of the Users tab
- The Invite user panel opens on the right
| Field | Required | Notes |
|---|---|---|
| Yes | The address the invite goes to. It becomes the person's sign-in email | |
| Role | Yes | Pick from the built in and custom roles. Built in roles are marked default in the list |
| Groups | Yes | Pick every location the person should have access to. If the company has one group it is preselected |
- Click Send invite
An Invite sent confirmation appears and the person shows in the list with an Invited badge and the invite expiry. If a user with that email already exists, the panel says so under the Email field.
Accept an invite (what the new team member sees)
The person receives an email titled with the inviter's name and the venue, for example "Jana Geddis invited you to Demo venue". Clicking Accept invite opens a page in the console that shows who invited them and to which venue. They enter their first name, last name and a password of at least 8 characters, then click Create my account. They are signed in straight away and land on their usual starting page.
A new venue admin created by Off The Couch receives a similar email titled "Welcome to Off The Couch". After accepting, they land on the setup wizard.
Resend an invite
- Find the user with the Invited badge
- Click the action menu on the row
- Click Resend invite
A fresh email goes out and the earlier link stops working. Resend invite only appears on invited users. If the person has already accepted, the console says Already active instead of sending.
Find users with the filter bar
The bar above the list holds the filters. Click a chip to set it, then Apply. Clear filters resets everything.
| Filter | What it does |
|---|---|
| Name | Matches any part of the first or last name |
| Matches any part of the email address | |
| Status | Choose any mix of Invited, Active and Deactivated. The default is Invited and Active |
| Role | Show one role only |
| Group | Show users in any of the chosen groups |
| Last signed in | Either the last N days or a from and to date. Users who have never signed in are the Invited status |
| Email delivery blocked | Shows only users whose notification emails are paused after a spam report |
| Sort | Choose the order: Status, Name, Email, Role or Last signed in, ascending or descending. Clicking the arrow on the chip flips the direction |
The count on the right shows how many users match. The number selector next to it sets how many rows show per page, and the pages control sits under the list. Filters, sort and page size can be saved as a view with the Views chip.
Edit an existing user
- Find the user in the list
- Click the action menu on the row and click Edit user
- The Edit panel opens
| Field | Description |
|---|---|
| The user's sign-in email. Changing it sends a new invite to the new address and keeps the user's history | |
| Role | Pick a different role to change permissions |
| Groups | Add or remove locations |
- Click Save changes
The user's permissions and group access update immediately.
Deactivate a user
- Find the user in the list
- Click the action menu on the row and click Deactivate
- A confirmation names the user and explains that they lose access immediately. Click Deactivate
The user moves out of the default view. Choose Deactivated in the Status filter to see them.
Reactivate a user
- Set the Status filter to Deactivated
- Click the action menu on the user's row and click Reactivate
- Confirm
The user gets access back with their previous role and groups. Anyone who was reactivated before ever accepting an invite still needs an invite: use Resend invite on their row.
Export the list
Click the download icon at the right end of the filter bar to download a CSV of every user matching the current filters. Columns are Name, Email, Status, Role, Groups, Last signed in, Invite sent and Invite expires. The icon shows only for users with the Download data permission.
Reference
User cards
| Element | What it shows |
|---|---|
| Initials and name | The person's name, with their email underneath. Users who have not entered a name yet show the email only |
| Role badge | The user's role |
| Activity | Last signed in with a relative time (or the full date after 30 days) for active users. Invite expires in or Invite link expired for invited users |
| Phone | Shown when the user has one on their profile |
| Groups | One chip per group the user can access |
| Status badge | Invited or Deactivated. Active users show no badge |
| Email delivery blocked | Appears when the user's email provider reported a message as spam and notification emails are paused |
| Action menu | Row actions, see below |
Row action menu
| Action | Shown when |
|---|---|
| Resend invite | The user is Invited and the viewer has the Invite users permission |
| Edit user | The user is not deactivated and the viewer has the Update users permission |
| Deactivate | The user is not deactivated and the viewer has the Activate users permission |
| Reactivate | The user is deactivated and the viewer has the Activate users permission |
The menu is hidden entirely when the viewer has none of these permissions.
Tabs and header
| Element | Description |
|---|---|
| Users tab | The team list described here |
| Roles tab | Opens the roles list. Shown to users with the Update roles permission |
| Invite user | Opens the invite panel. Shown to users with the Invite users permission |
Good to know
- Roles control what a user can do; groups control which locations they can see. A user can have several groups, all with the same role.
- Invite links expire after 7 days. An expired invite shows Invite link expired on the row; Resend invite sends a fresh one.
- 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. Changing it in Edit user sends an invite to the new address so the person can confirm it.
- When a user's email provider reports a platform message as spam, notification emails to that address pause automatically and the row shows Email delivery blocked. Only the affected user can restore delivery, from their own My profile page.
- The Status filter defaults to Invited and Active, so deactivated users are out of the way but one click away.
- 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: Find the user with the Invited badge, open the row menu and click Resend invite. Ask them to check spam for an email from accounts@offthecouchmail.com if it still does not arrive.
Q: The invite link says it is invalid or has expired. What now?
A: Links work for 7 days and only once. Send a new one with Resend invite; the new link replaces the old one.
Q: How do I move a user from one location to another?
A: Open Edit user on the row, remove the old group and add the new one under Groups, then click Save changes.
Q: Can I change a user's email?
A: Yes. Open Edit user, replace the email and click Save changes. An invite goes to the new address, and the user signs in with it from then on.
Q: I can't see Invite user, Edit user or Deactivate. Why?
A: Each action is permission gated. Invite user and Resend invite need Invite users, Edit user needs Update users, and Deactivate and Reactivate need Activate users. Ask an admin to update your role on the Roles tab.
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 the user's name.