User and Role Management Workflow

Overview

This workflow covers how you manage your own MyApprentice account as a sole trader — keeping your profile details current and your account security settings up to date. Because you run the business alone, there is no team to invite, no roles to assign, and no delete or restore workflow for other users. MyApprentice is a web application. Use this workflow whenever you need to update your own account details or manage how you sign in.

Who This Workflow Is For

• A sole trader who runs the business alone and needs to manage their own profile and account security.

Before You Start

Have your current account details to hand — first name, last name, username, email, phone, and address. MFA should already be set up on your account (see the Security and Account Workflows guide). Note that team invitation, assigning roles, and deleting or restoring other users do not apply to a sole trader, as there is no team — this workflow covers only managing your own profile and account security.

End-to-End Workflow

Step 1: Manage your own profile

Keep your personal account details current.

1. Open your profile, account, or security settings area. Editable fields are first name, last name, username, email, phone, and address, and a Change password option is available.
2. Make your changes and save.
3. If you change your email address, a verification email is sent to the new address — you must verify it before you can log in again.

Step 2: Manage your account security

Keeping more than one MFA method set up means you still have a way in if one device is unavailable.

1. Use the Security tab to add, rename, or remove your own MFA methods — passkey, authenticator app, or phone approval.
2. Save your changes when finished.

Common Issues & Limitations

• Team features do not apply. As a sole trader you work alone, so inviting users, assigning roles, and deleting or restoring other users are not part of your workflow. If you later add staff, the full team-based version of this workflow applies.
• Email change requires re-verification. Changing your email address sends a verification email to the new address; you must verify it before you can log in again.
• MFA matters. Keep at least one MFA method active so you are not locked out. If you lose access, use Forgot password from the login screen (see the Security and Account Workflows guide).

What Happens Next

With your profile and security settings up to date, you can continue running your business — creating clients, building quotes, creating jobs, and scheduling work.

What if I grow into a team?

If your business grows and you need to add staff, simply invite users from the Users area — adding your first team member automatically converts your account to a team business. The team Help Centre articles, the Users sidebar entry, role-based permissions, and other team-specific features become available once the conversion is complete. See the team-based User and Role Management Workflow for the team-business invitation and role-assignment flow.

Related Guides

• Security and Account Workflows
• Business Setup Workflow
• Quick Start Guide