User Management
Register, edit, and manage every user in your organization from one screen — separate from per-smarttable access.
The Users Table
Each row is one user in your organization, with a filter panel and Excel export available from the toolbar.
| Column | What It Does |
|---|---|
| Edit | Opens the Edit User modal (name, email, username) |
| Name / Email / Username | Basic identity fields |
| Reset Password | Resets the user's password in one click |
| User Attributes | Opens a modal to set this user's value for each org-defined attribute |
| Has Access | Toggle to block or restore the user's login without deleting them |
| Signature | ✓/✗ indicator showing whether the user has a signature on file for attestation |
| Revoke License | Permanently revokes the user's license |
Registering New Users
Click Add Users to open the Register New Users modal:
- Choose whether new users register by Email or Username
- Enter one value per row in the spreadsheet-style grid — paste in a whole list at once if you like
- Optionally set a default value for any org-defined user attribute, applied to every user being added
- Click Register
Registration happens in bulk — if some rows fail (e.g. a duplicate username) the rest still succeed, and you'll see which ones failed and why.
What the new user receives
The two registration types start the user off differently:
| Registered by | What happens |
|---|---|
| Username | The account is created with a random one-time password. A dialog lists each new user's one-time password, with a button to copy them all. Hand each one to its user over a secure channel. The dialog is the only place these passwords appear: they can't be looked up later. |
| The user gets an invitation email with a Setup your account button. The link opens a screen where they enter their name, choose a username and set a password that meets the password rules. The link is valid for 7 days and works once. Until they finish, their row in the Users table has no username, and only Edit and Send account setup mail again (under their email) are available on it. |
First Sign-In
A user signing in with a one-time password has to change it before doing anything else. This applies to their first sign-in and to the first sign-in after an admin reset. The Update Password dialog opens straight away and can't be closed until the change is made. It asks for the current password (the one-time password) and a new one. Once it's saved, the user carries on to the app or sub-app they normally land in.
Blocking vs. Revoking
These look similar but are not the same action:
| Action | Effect | Reversible? |
|---|---|---|
| Has Access toggle ("hold") | Blocks login immediately. The account, history, and license slot are untouched. | Yes — toggle it back on |
| Revoke License | Frees the license slot entirely. The user loses access to all smarttables and data. | No — must type REVOKE to confirm |
Resetting a Password
Clicking Reset Password replaces the user's password with a new random one-time password and shows it to you once, to hand over. It also signs the user out on every device. At their next sign-in they must choose their own password (see First Sign-In). Admin resets don't send an email. A user who has an email address on file can reset their own password instead (see Forgot Password).
Forgot Password
Users can reset their own password from the sign-in screen:
- Click Forgot Password? under the password field
- Enter your username or registered email address and click Send Password Reset Mail
- Open the email and click Reset Password
- Choose a new password that meets the password rules
If you sign in to an organization, enter it on the sign-in screen before clicking Forgot Password?, so the right account is found. For security, you see the same confirmation whether or not a matching account exists, so if no email arrives, check the username and organization.
The link is valid for 10 minutes and works once. Resetting your password this way signs you out on every other device.
Password Rules
The same rules apply everywhere a password is set: account setup, first sign-in, Update Password, Forgot Password and admin-issued passwords being replaced. A new password must:
- be at least 8 characters long
- not be too similar to your username, name or email address
- not be a commonly used password
- not be made up entirely of numbers
- be different from your current password (when changing it)
The password dialog checks each rule as you type, and the save button stays disabled until all of them pass.
Granting System Admin
Open Edit User for the target user. If you're logged in as the org's original systemadmin account (not just any user with the System Admin role) and the target doesn't already have that role, a Make System Admin button appears.
PROMOTE to confirm — this is a full administrative grant over the organization, so it's deliberately hard to do by accident.
Your Own Account
Separate from managing other users, every user manages their own account from the profile menu (top-right avatar icon):
| Option | What it does |
|---|---|
| Update Password | Change your own password (different from an admin's one-click Reset Password on another user) |
| Two-Factor Auth | Enable TOTP-based MFA using any standard authenticator app. A QR code and manual key are shown once, at setup — see Security & Compliance for how this fits into the platform's authentication model. |
| My Signature | Draw or upload a signature image on file, used for Attestation and for signing off approval-workflow actions |
| Notification Settings | Personal notification preferences — see Notifications |
| Sync Log | Recent offline-sync activity for your own session — see Offline Mode |
| Language | Switch the interface language instantly, no page reload |
| Storage | Server disk usage (e.g. 240.79 / 460.4 GB) — a live indicator of the whole install's storage headroom, not just your own usage |
