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How to Manage Users

View all users in your organization, edit their profiles, update roles, manage team assignments, and deactivate accounts when needed.

Quick Summary

Click Teams / Members in the sidebar, select the Users tab. Click any user to view details, edit profile, change teams, or deactivate.

Before You Begin​

Requirements
  • You need users:read permission to view users
  • You need users:update permission to edit users
  • You need users:delete permission to deactivate users

Viewing Users​

View All Members​

  1. Click the Settings gear → Teams / Members
  2. Select the Users tab
  3. See list of all organization members

User List Columns​

ColumnDescription
NameFull name (given + family)
EmailUser's email address
App RoleAccess level (Admin, Approver, etc.)
TeamsTeams the user belongs to
StatusActive, Pending, or Deactivated
Last ActiveLast login date
ActionHow
SearchType name or email in search box
Filter by StatusSelect Active, Pending, or All
Filter by TeamSelect specific team
Filter by RoleSelect specific app role

Editing User Profiles​

Step 1: Open User Details​

  1. Go to Settings gear → Teams / Members
  2. Click on the user's name
  3. User detail page opens

Step 2: Edit Profile​

  1. Click Edit button
  2. Update available fields:
FieldEditableNotes
First NameYesDisplay name
Last NameYesDisplay name
EmailNoCannot change after creation
App RoleYesChanges access level
TeamsYesAdd/remove team memberships
Profile PictureYesUpload new image

Step 3: Save Changes​

  1. Review modifications
  2. Click Save
  3. Changes apply immediately

Changing User Roles​

Step 1: Open User​

  1. Navigate to user's profile
  2. Click Edit

Step 2: Update App Role​

  1. Find App Role dropdown
  2. Select new role:
    • Admin — Full access
    • Approver — Approve work orders
    • Requester — Create requests
    • Viewer — Read-only

Step 3: Confirm Change​

  1. Click Save
  2. User's access updates immediately

Managing Team Assignments​

Add User to Team​

  1. Open user's profile
  2. Click Edit or find Teams section
  3. Click Add to Team
  4. Select team from dropdown
  5. Save changes

Remove User from Team​

  1. Open user's profile
  2. Find Teams section
  3. Click Remove (X) next to team name
  4. Confirm removal
  5. Save changes

Real-World Examples​

Example 1: Promote Technician to Supervisor​

Situation: John has been promoted from maintenance technician to supervisor. He now needs to approve work orders.

Solution:

  1. Go to Settings gear → Teams / Members
  2. Search for "John Smith"
  3. Click to open profile
  4. Click Edit
  5. Change App Role from Requester to Approver
  6. Click Save

Result: John can now view and approve work orders assigned to his team, in addition to his previous permissions.

Example 2: Reassign User to Different Team​

Situation: Sarah transferred from the Engineering department to Facilities. She needs access to Facilities work orders instead of Engineering.

Solution:

  1. Go to Settings gear → Teams / Members
  2. Find Sarah's profile
  3. Click Edit
  4. In Teams section:
    • Remove from Engineering Team
    • Add to Facilities Team
  5. Click Save

Result: Sarah now receives notifications for Facilities work orders and can be assigned Facilities-related tasks.

Example 3: Audit User Access​

Situation: Your security team requested a review of all users with Admin access for compliance.

Solution:

  1. Go to Settings gear → Teams / Members
  2. Filter by Role: Admin
  3. For each admin user, verify:
    • Still employed and active
    • Needs admin access for their job
    • Recently logged in
  4. Document findings
  5. Downgrade or deactivate unnecessary admin accounts

Result: Documented list of admin users for compliance records, with unnecessary access removed.

Example 4: Update Multiple Users' Team​

Situation: The company reorganized, and the "Operations" team was renamed to "Facility Operations". All team members need to move.

Solution:

  1. Create new team Facility Operations
  2. Go to Settings gear → Teams / Members
  3. Filter by Team: Operations
  4. For each user:
    • Open profile
    • Add to Facility Operations team
    • Remove from Operations team
  5. Delete the old Operations team

Result: All users moved to the new team structure with updated assignments.

Deactivating Users​

When to Deactivate​

  • Employee leaves the company
  • Contractor project ends
  • User no longer needs access
  • Security concern requires immediate lockout

Step 1: Find the User​

  1. Go to Settings gear → Teams / Members
  2. Locate the user account

Step 2: Deactivate​

  1. Click on user profile
  2. Click Deactivate (or Remove)
  3. Confirm the action

What Happens​

EffectDescription
Access revokedUser cannot log in immediately
Sessions endedActive sessions terminated
Data preservedWork orders, history retained
Can reactivateAccount can be restored if needed
Deactivation is Reversible

Deactivated accounts can be reactivated. If you need to permanently remove a user's data, contact Infodeck Support.

User Status Reference​

StatusCan LoginDescription
ActiveYesNormal access
PendingNoInvitation sent, not accepted
DeactivatedNoAccess revoked

Notification Preferences​

Each user can configure their own notifications:

  1. User goes to Profile → Notifications
  2. Available settings:
    • Email notifications on/off
    • Work order assignments
    • Status updates
    • Mentions and comments
note

Only the user can change their own notification preferences. Admins cannot modify notification settings for other users.

Labor Profile​

For tracking time and costs:

  1. Open user profile
  2. Navigate to Labor Profile tab
  3. Set:
    • Hourly rate
    • Skills/certifications
    • Availability

Troubleshooting​

Cannot Edit User​

IssueCauseSolution
Edit button disabledInsufficient permissionContact admin
Cannot change emailEmail is immutableUser must re-register
Role change failsLast adminAssign another admin first

User Shows Wrong Status​

IssueCauseSolution
Shows "Pending"Never accepted inviteResend invitation
Shows "Active" but can't loginPassword issueUser should reset password

Changes Not Saving​

IssueCauseSolution
Validation errorRequired field missingComplete all fields
Permission deniedRole changedRefresh and try again

Need help? Contact Infodeck Support

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