Add and manage a user
- 1
Add the person
Open Team & Rates → + Add Employee and enter the required identity and access information. Email is set during creation.
- 2
Choose the company role
Use the lowest role that gives the person the access they actually need.
- 3
Complete workforce setup
Add rates, pay type, payroll group, and project assignments separately when required.
- 4
Share first-time access securely
New users are created directly by a company Admin. The temporary password is shown once and is not emailed. The user must change that password after first sign-in, and the email address is confirmed during account setup.
- 5
Disable access when needed
Set the user Inactive to block future workspace access without deleting their historical records.
Who can manage users
| Role | Users & Access |
|---|---|
| Admin | Create, edit, disable, and reset access for company users. |
| Manager | Limited read-only team visibility for managed-project staff; no user administration. |
| Supervisor | No company user-administration access. |
| Employee | Own account and supported profile/password flows only. |
Role, assignment, and rates are separate
- User role does not automatically assign projects.
- Project Assignment does not replace the user role.
- Creating a user does not automatically assign every project.
- Creating a user does not necessarily complete their rate or payroll setup.
- Users & Access controls account access; Team & Rates maintains workforce details and rates.
User status
| Status | Meaning |
|---|---|
| Active | The company user can sign in when all other security checks pass. |
| Inactive | Future company access is blocked while historical records remain preserved. |
No Pending or Invited company-user status exists in the current user-management model. The first-login password requirement is tracked separately from normal Active and Inactive status.
Disable access instead of deleting history
Active-user plan limit
The company plan limits how many active company users you can have. When the limit is reached, upgrade or deactivate users before adding more active access.
Important notes
- Only authorized Admins should change another user’s role or access.
- Use the lowest role that meets the person’s job responsibilities.
- Temporary passwords should be shared through a private channel.
- Disabling access preserves historical business records.