What it is
Adding, editing and deleting the people who can log in to the organisation. Each user has an email address, a password, contact details and one or more roles that set what they can do.
What it is for
- Give access to the people on your team who need it.
- Edit the details of an existing user (name, phone, roles).
- Assign and remove roles to control what each person can do.
- Enable two-step verification (2FA) to strengthen access security (FLL plans).
- Resend the password reset email to a user.
- Delete users who are no longer part of the organisation.
- Import or export the list of users through Excel.
How it is used
- On the main Settings screen, click the Users tile to open the list.
- To create a new one, click Add and fill in the form (email, first name, surnames, phone, role).
- To edit an existing one, click on its row: the same form opens with the email already locked.
- Click Save to confirm. If the user is new, they receive an email to set their password.
- Use the Delete icon (red) on the row to remove a user.
Fields of the user
| Field (text on screen) | What it is for |
|---|---|
| Email Address | The email address of the user. It is the unique identifier of the system and cannot be edited when you modify an existing user. |
| Phone | Contact telephone number of the user. |
| First name | First name of the user. |
| First surname | Paternal surname of the user. |
| Second surname | Maternal surname of the user. |
| Role | Selects and manages the roles assigned to the user; it lets you add and remove roles. It sets what they can do in the system. See Roles and permissions. |
| Two-step verification (2FA) | Enables or disables two-factor authentication for this user. FLL plans only. |
Buttons and actions — what each one is for
Literal text on screen. Both states are documented for the toggle.
| Button / Control (text on screen) | What it is for |
|---|---|
| Users (tile in Settings) | Opens the user management screen of the organisation from the settings menu. |
| Add | Opens the modal to create a new user. It appears disabled if the user limit of the plan has already been reached. |
| Two-step verification (2FA) (Disabled / Enabled) | Two-factor authentication toggle. Disabled: the user logs in with email and password only. Enabled: a second factor is requested at login. Available on FLL plans only; on lower plans an information chip with an upgrade notice is shown instead of the switch. |
| Change Password | Sends an email to the user so that they can reset their password. Only visible when editing an existing user (not on your own profile). The administrator never sees the password. |
| Save | Saves the changes to the user. If it is a new one, it also sends the email to set the password. |
| Cancel | Closes the modal without saving any changes. |
| Delete (red icon on the row) | Removes a user from the list. It requires confirmation. It does not allow you to delete your own user or the last user of the organisation. |
| Import / Export | Opens the dialogue to import users from an Excel file or export the current list to Excel. |
Key concepts
- Two-step verification (2FA): two-factor authentication that adds an extra layer of security to access. After the email and the password, it asks for a second factor. Available on FLL plans; lower plans need an upgrade to enable it.
- Role: a set of permissions that defines which actions the user can carry out in the system. A user can have several roles assigned at the same time (they are managed in the Role field with its add/remove actions).
- User limit: the maximum number of users the subscription plan allows you to create. Once it is reached, the Add button is blocked and no more can be created without extending the plan (an automatic upgrade with additional users is possible).
- Password reset: a secure way of setting the password again through a link sent to the user's email address. When you create a new user, the system sends this email automatically; on an existing user you trigger it with Change Password.
- FLL plan: the higher subscription plan (Full) that unlocks premium features such as 2FA, notifications and the activity log.
Limits by plan
| Plan | Maximum number of users |
|---|---|
| TRY | Limited |
| STD | 5 |
| PRO | 10 |
| FULL | No limit |
When you reach the limit, the Add button is disabled and the system tells you when you hover over it (dynamic tooltip). The 2FA toggle is only available on FLL plans; on lower plans an information chip with an upgrade notice is shown.
Permissions
- You need
user_editto manage users.
Frequently asked questions
Q: How do I add / create a new user?
A: Go to the users section of the organisation (the Users tile in Settings) and use the add user option (Add). Fill in Email Address, First name, First surname, Second surname, Phone and assign at least one Role that matches what they do (sales, production/operator, administration, supervision and so on). Click Save: the user receives an email to set their password. If the Add button does not appear or is disabled, either you have reached the user limit of your plan or your user does not have administrator permission to manage users: check your permissions with the administrator of the organisation or raise a ticket. To choose the right role, see Roles and permissions.
Q: I get a permissions warning when I do something (for example "You must assign the operator or supervisor permission"). What do I do?
A: Your user does not have enough permission for that action. Review the roles and permissions of the user (operator, supervisor, administrator or whatever your setup uses) and assign the right one in the Role field of the user. If you do not know which permission to assign, contact the administrator of the organisation or raise a ticket. The AI assistant cannot change permissions automatically. To create or adjust roles, see Roles and permissions (or use Add default profile to start from a template).
Q: I have just created a user, what happens to them?
A: They receive an email with a link to set their password (password reset). Until they open it and set the password, they cannot log in.
Q: What is the "Change Password" button for?
A: It sends the user an email so that they can reset their own password. It only appears when you edit an existing user (not on your own profile) and the administrator never sees the password.
Q: What is "Two-step verification (2FA)" and how do I enable it?
A: It is two-factor authentication: as well as the email and the password, it asks for a second factor at login, which strengthens security. In the user form, set the Two-step verification (2FA) toggle to Enabled. It is only available on FLL plans; on lower plans you will see an information chip with an upgrade notice instead of the switch.
Q: How do I assign or remove roles for a user?
A: In the user form use the Role field: add or remove the roles you need. A user can have several roles at the same time; each role is a set of permissions that defines what they can do. See Roles and permissions.
Q: Can I change the email address of a user?
A: No. The Email Address is the unique identifier and it is locked when you edit. Create a new user with the correct email address and delete the old one.
Q: I cannot delete a user, why?
A: The Delete icon does not allow you to remove your own account or the last user of the organisation (at least 1 must remain). Log in with another administrator to delete the account you need to.
Q: I have reached the user limit of my plan, what do I do?
A: The Add button is disabled once you reach the limit. Upgrade your plan in Subscription or delete users who no longer use the system. In some cases an automatic upgrade with additional users is possible.
Q: How do I import or export the list of users?
A: Click Import / Export: the dialogue lets you import users from an Excel file or export the current list to Excel.
Q: What happens to the documents created by a deleted user?
A: They are kept: they stay linked to the historical ID of the user. No data is deleted.
Q: The email to change the password of the new user is not arriving.
A: The system does send it; check the spam/junk folder of the mailbox. If it still does not appear, click Change Password again to resend it or mention it to your agent.
Q: I have staff without an individual email address (the guillotine operator, for example). Can I create a user without an email address?
A: The email address is the unique identifier and it is mandatory, so it cannot be left empty. The alternatives are: use a shared mailbox (it does not use up a licence) for those users, or give your agent a list of dummy email addresses plus a password so that they can be added from the back end. Bear in mind that with dummy accounts you will not be able to change the password yourself afterwards.
Q: I get "You must assign the operator or supervisor permission to manage tasks".
A: That user needs the Supervisor or Operator role to get into the task manager. Assign it in the Role field; if you do not have those roles, create them in Roles and permissions (or use Add default profile).