Managing Users, Roles, and Seats

Overview

The Users page is where the Business Owner sets up the team — inviting new members, assigning roles, updating user details, deactivating leavers, and managing seat counts. Each invited user gets their own account and goes through their own setup (see Getting Started as a Tradie or Apprentice).

Who uses this feature

The Business Owner and Admin. MFA is required.

This is a reference article — actions are Business Owner or Admin only. Other roles can read it for context, but cannot invite, edit, delete, or restore users.

When to use this feature

• A new team member needs to be invited.
• A team member’s role or details need updating.
• A team member is leaving and their access needs to be removed.
• A previously deleted user needs to be restored.
• You are hitting the seat cap and need to free or add a seat.

What you can do with this feature

• Invite a new team member.
• Edit a user’s role or details.
• Soft-delete (deactivate) a user.
• Restore a deactivated user from Deleted Items.
• Handle seat limits.

How the feature works

Navigate to User Management

1. In the left sidebar, under ADMIN, select Users.
2. Review the list of active and pending users.

Invite a new user

1. Select Invite User.
2. Enter the user’s email address.
3. Enter their first and last name.
4. Select the user’s role — this controls what they can see and do (see Role-Based Permissions Reference).
5. Complete MFA verification.
6. Select Send invite.
7. The user appears in the list with status Pending until the invite is accepted.

Edit a user’s role or details

1. Find the user in the User Management table.
2. Select Edit.
3. Update the role or permitted details.
4. Select Save.

Deactivate (soft-delete) a user

1. Locate the user.
2. Select Delete next to the user.
3. Complete MFA verification.
4. Confirm the deletion in the confirmation prompt.

The user is removed from the active list and moves to Deleted Items. Historical records — jobs, timesheets, quotes, invoices — remain attributed to the deleted user. The user can no longer access the platform.

Restore a deleted user

1. In the left sidebar, navigate to Document History.
2. Click Deleted Items in the top right of the page.
3. Open the Object dropdown and select Users.
4. Enter the user’s name in the search field.
5. Click the relevant row.
6. Click Restore. A confirmation pop-out appears: Restore [username]? It will reappear in standard application screens. with Restore and Cancel buttons.
7. Click Restore to confirm.
8. Confirm the user now appears in the active Users list and that a subscription seat is available.

Restoring requires a free subscription seat. If you are at the seat cap, upgrade your subscription first.

Handle seat limit during invitation

1. Attempt to invite a new user — the system blocks the invitation with a seat-limit message.
2. Navigate to Business Settings → Subscription to review active users.
3. Either:
   • Deactivate or remove an inactive user to free a seat, or
   • Upgrade your subscription via Manage plan.
4. Retry the invitation once a seat is available.

Manage your own profile

Any user can manage their own profile:

1. Select the gear icon (⚙) in the top-right corner of the header.
2. Update personal details in the relevant tab.
3. For security settings (MFA), select the Security tab.
4. Select Save.

Role-specific notes

• Business Owner: invites, edits, deletes, and restores users.
• Supervisors: cannot delete users — confirmed. Some businesses grant Supervisors view access to the Users list.
• Tradie / Apprentice / Finance: cannot delete users.

Related workflows

• Securing Your Account with MFA
• Reviewing Your Subscription and Billing
• Role-Based Permissions Reference
• Getting Started as a Tradie or Apprentice
• Document History and Deleted Items

Important notes

• MFA is required to add or delete users.
• Deletion is a soft delete — the user record is retained in Deleted Items and historical data remains attributed.
• Deactivating a user frees a subscription seat. Restoring a user requires a free seat.
• If your business exceeds the seat cap, a non-dismissible overlay appears — deactivate a user or upgrade.