Edit a user or change a role

Overview

Once a user is in your business, you can edit their profile details and change their role at any time. Role changes are an MFA-gated action — you will be asked to complete the MFA prompt before the change is saved. All user fields are editable after invitation acceptance.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

MFA must be set up on your account — see Set up MFA. Have the user’s correct details to hand if you are updating contact information. Decide whether the role change is appropriate; changing someone to Apprentice from Tradie, for example, restricts their access (the Apprentice permission summary is being validated separately by the product owner).

Step-by-Step Process

1. In the left sidebar, select Users.
2. Locate the team member in the list. Use the search bar if needed.
3. Select Edit next to the user. The user record opens with editable fields.
4. Complete the MFA prompt — editing user records and changing roles is MFA-gated.
5. Update the relevant details:
   • Name, contact email, phone — all editable after acceptance.
   • Role — open the role selector and choose the new role (Supervisor, Admin, Finance, Tradie, Apprentice).
6. Select Save. The change is applied.
7. Review the user list to confirm the updated details appear correctly.

What Happens Next

The user’s new permissions take effect immediately. If they are signed in, they may need to sign out and back in to refresh their session. If you changed their role, their dashboard and sidebar will reflect the new role’s view.

Role changes never break historical records — jobs, quotes, invoices, and timesheets remain attributed to the user under the role they had at the time the record was created.

Common Issues

• Cannot change someone to Business Owner. There is exactly one Business Owner per business. Use the Admin role for users who need most of the Business Owner workflows without the Business-Owner-only actions (job finalisation, payroll export, delete-Business-Owner).
• Admin user cannot self-escalate. The Admin role cannot edit their own user record to a higher role. This is by design.
• MFA prompt blocks the change. Set MFA up on your own account first — see Set up MFA.
• Change did not apply for the user. Ask the user to sign out and back in to refresh permissions.
• Want to change permissions within a role. Permissions are role-based — to give different permissions, change the role rather than editing individual permissions.

Related Guides

• Invite a team member
• Delete or restore a team user
• Resend an invitation or handle a seat limit
• Set up MFA