Set up users at a new location

This article explains how to invite users to a new location within your organisation, assign their role and access permissions, and how external users differ from internal users in terms of access scope. It is aimed at managers responsible for onboarding team members, subcontractors, or clients who need controlled access.

Note

Required role: Manager

Inviting Users to Your Organisation

Use the invite process to add a new team member or external partner with a defined role and specified access to locations and activity categories.

1. Open Users & Teams and choose Add team member to open the Invite User form.
2. Enter the user's Email address. You may invite several users at once by entering multiple email addresses separated by Enter, comma, or semicolon.
3. If inviting someone outside your organisation, turn on the External User toggle.
4. Pick a Role from the dropdown list. Note that only roles at or below your own are available. Only an Owner can assign the Owner role; only Admins or above can assign Admin.
5. Under Site Permissions, click Add Site to select the location(s) the user can access.
6. Under Activity Category Permissions, click Add Activity Category to assign appropriate activity categories.
7. Submit the invitation by clicking Invite User. A confirmation message User invitation sent successfully will appear.

Note on access differences:

User Type	Default Access	Effect of Permissions Selection
Internal User	Starts with full access	Selections act as restrictions (reduce access)
External User	Starts with no access	Selections grant access

Because of this, confusing the model can either unintentionally expose an external user to more access or block an internal user from areas they need.

Also, choosing the Owner role always forces the user to be internal; the External User toggle has no effect in this case.

Assigning User Access to Locations and Activities

After inviting, you can control which locations and activity categories the user can see and access. These settings also apply when editing existing users.

1. In Users & Teams, select the user to open the Update User panel.
2. Adjust the Role, Site Permissions, and Activity Category Permissions as needed.
3. Click Update to save your changes. Changes take effect immediately.

Important points to remember:

• Only an Owner can assign or remove the Owner role.
• The Admin role can be assigned only by an Admin or above.
• At least one location must be granted for external users; otherwise, they will sign in but see no content.
• Changing a user's activity-category access affects future permissions only and does not reassign existing scheduled jobs.

Managing Pending Invitations

You can resend invitations or remove them if necessary before a user accepts.

1. In Users & Teams, locate the user with status Pending invite.
2. Select the user to open the Update User form. Adjust role, site, or activity permissions if needed.
3. Click Update and Reinvite to resend the invitation and apply changes.
4. To cancel the invitation, use the Delete invite action. This immediately revokes the invitation link and removes the pending user from the list.

Understanding External User Access

External users are typically subcontractors or partners and have no access by default. You must explicitly grant location and activity access when inviting or updating them.

1. Enable the External User toggle when inviting a user outside your organisation.
2. Grant at least one location under Site Permissions with Add Site.
3. Select the necessary activity categories under Activity Category Permissions with Add Activity Category. Activity categories are grouped and must be assigned individually as needed.

If locations or activity categories are omitted for external users, they can sign in but will not see any data.

Deactivating and Reactivating Users

When a user leaves or access should be suspended, deactivate their account. You can reactivate later if needed.

1. In Users & Teams, open the user panel and select Deactivate User.
2. Confirm in the dialog. This immediately revokes access, prevents login, and removes the user from all active assignments.
3. To restore access later, open the inactive user's panel and choose Activate User.

Deactivation preserves historical records and is not a permanent deletion.

Managing User Access at the Location Level

You can manage which users can access a location by using the location's Users tab.

1. Open the desired location and go to the Users tab.
2. For internal users, selecting sites restricts their access from full default access.
3. For external users, selecting sites grants access from a default of no access.

Warning: Internal and external user permissions work in opposite directions; misconfiguring can expose sensitive information or lock out users who need access.