Who can do this? System Administrators only.
User management covers viewing a user’s profile, updating account details, controlling approval and active status, and understanding where users hold staff roles.
User info (overview)
Each user page summarises:
- Full name and email
- Created date and Last login
- Status: Active / Inactive, Approved / Not approved, User type
- Staff memberships: organisations where this person appears on the Staff tab
Use this screen to verify identity and access before making changes.
Update user details
Administrators can edit a user’s name, email address, and user type.
How to edit
- On the user page, open the ellipsis (⋮) menu → Edit user.
- Make changes.
- Click Save.
When to edit
- Their contact details have changed (e.g., new email).
- You need to correct the user’s name or user type.
Tip: If you change a users email address, make sure the user signs in with the new email going forward.
Approval & activation
A user needs approval before they can be made active.
Approval
- If created by a System Administrator in the user section: approval is granted automatically.
- If created by an Organisation Manager in the Staff section: approval is pending until a System Administrator reviews and approves the new user.
Grant or revoke approval
User page → ellipsis (⋮) → Approve user / Revoke approval.
Active status
- New users start as Active unless specified as Inactive by the Admin in the creation modal.
Approval notifications
Organisation → Staff tab → Add staff
- A Staff member is created and linked only to the organisation you selected in the directory. The user is set to Active by default and the system sends an email invitation to the user.
Users → Users tab → Add user
- A user is created and assigned to the administering organisation only. If set to Active during the creation process, the system sends an email invitation to the user.
Users → Users tab → Add user
- A user is created and assigned to the administering organisation only. If set to Inactive during the creation process, the system does not send an email invitation to the user. Once activated, the user will be required to reset their password using the ‘Forgot password’ section to gain access.
Activate or deactivate
User page → ellipsis (⋮) → Make active / Make inactive.
- Use Make inactive to immediately revoke access (the user can no longer log in).
- Use Make active to enable the user to use the system
Managing staff roles
The user screen lists which organisations each user is associated with.
- Roles are managed on the organisation’s page
- Organisations → select organisation → Staff tab. Add/remove the user or change their role (e.g., Staff, Organisation lead, Organisation manager).