Managing Users

Open the … (More actions) menu at the end of a user’s row. The menu offers Edit, Reset password, Reset cloud authenticator, Unlock account and Delete. Options you don’t have permission for, or that don’t apply to the user, are greyed out with the reason, for example Cloud authenticator is not enabled for this user.

Edit a user

Choose Edit. Changes are saved together when you click Save.

1. Email: shown for reference. It can’t be changed after the invitation is accepted. Hover over the info icon next to the label to see this note.
2. Phone number: choose the country code and type the number. Once saved, a WhatsApp icon appears next to the number in the user list, so you can message the user directly.
3. Role: what the user can see and do. Only an owner can change the role of another owner. When you can’t change the role, an info icon next to the label explains why.
4. Hubs: the hubs the user can work in. The hub picker in the top bar offers only these hubs, and lists such as tasks and visits show only their data. For example, a user given Hub A and Hub B can’t see or pick Hub C.
5. Teams: the teams the user belongs to. An owner reaches every team, so there is nothing to choose, and an info icon next to the label says so. See Team.
6. Extended data: extra fields your organization keeps for users, such as an employee number. Click New extension the first time, then New field to add more fields. See Linked Records.

You can also change the user’s Name. The new name shows on their profile and everywhere their name appears.

Activate or deactivate a user

Use the switch in the Status column.

• On (Active): the user can sign in on the web app and the field app.
• Off (Inactive): the user can’t sign in on either. A user who is signed in when you turn them off is signed out at once. Data that hadn’t synced yet stays on their device and syncs if you turn them back on.

The switch is locked, with the reason shown, for:

• your own account: You cannot deactivate your own account;
• an owner: change their role first, or transfer ownership;
• an invitation that hasn’t been accepted yet.

Reset a password

1. Choose Reset password.
2. In the Reset Password? dialog, click Yes, Reset.

The app sends a password reset link to the user’s email, and a message confirms it. The user sets a new password from that link, so you never see or type it. Only an owner can reset another owner’s password.

Reset cloud authenticator

If a user has lost access to their authenticator app, choose Reset cloud authenticator and confirm. They’re asked to set it up again the next time they sign in. The option is greyed out for users who haven’t set one up.

Unlock an account

After repeated failed sign-ins, an account is locked for 30 minutes and shows Locked. To let the user in sooner, choose Unlock account. The app confirms the account is unlocked.

Delete a user

Choose Delete and confirm. The user loses access to the organization immediately. This can’t be undone. If the user had ongoing tasks, those tasks become Unassigned, so they can be given to someone else.