Skip to content

Users

What this screen is for

Users is where you decide who in your organisation can sign in to the Control Tower, and what role each person has. Nobody is given a password by an administrator: when you add a person, they are emailed a link to choose their own.

Who can see it

Organisation staff whose role allows it. Listing people needs the permission to view users; adding needs create; changing, deactivating, activating, resending or revoking an invitation needs update. If your role does not allow an action, the screen shows a message such as "Your role (...) cannot do this". See Roles and permissions and the reference.

Where to find it

In the left-hand menu, under USER MANAGEMENT, select Users.

What you see

A heading Users with the note "Staff accounts for this organisation. Each user holds one role, and is invited by email.", and an Add user button on the right. Messages about what you just did (for example "Invitation sent to ...") appear in a green bar above the table; errors appear in red. Select a bar to dismiss it.

The table has these columns:

  • PERSON – the name, and underneath the email and job title. Your own row is marked YOU. A row that is inactive is faded.
  • ROLE – the person's role.
  • STATUS – Active or Inactive.
  • SIGN-IN – where the invitation stands:
Label Meaning
Invited An invitation was sent and has not been used yet. Shows "until" and the date it stops working.
Active sign-in The person has set a password, or already had a sign-in, and can use the Control Tower.
Invitation expired The link was not used in time.
Revoked You withdrew the invitation.
Created directly The account was created without an invitation, as the organisation's first administrator is.

If an invitation email could not be delivered, Email not delivered - resend appears in red under the chip. - LAST SIGN-IN – when the person last signed in. - ACTIONS – Edit always; Resend (for an active person whose invitation is invited, expired or revoked); Reset password (for an active person who has accepted, or was created directly); Revoke (for an open or expired invitation); and Activate or Deactivate.

Statuses are also listed in Statuses and stages.

What you can do

Invite a new person.

  1. Select Add user.
  2. Fill in the pop-up (see User editor) and select Add and invite.
  3. The person receives an email with a link that works for 7 days. The green bar says "Invitation sent to ...".

Change a person. Select Edit on their row, change the name, job title, phone or role and select Save.

Send a fresh invitation. Select Resend. A new link replaces the old one. This is the way out of an expired or revoked invitation.

Help someone who forgot their password. Select Reset password on their row. They are emailed a link to choose a new password; it works for 60 minutes, and any earlier reset link stops working. The green bar says "Password reset link sent to ...". This is the same link they get from Forgot password? on the sign-in screen. The button is not shown for someone who has not accepted their invitation yet (use Resend) or who is inactive. If the person signs in through your organisation's single sign-on, there is no password here to reset and the screen tells you so. Sending a second link within a minute is refused; wait and try again.

Withdraw an invitation. Select Revoke. The person stays on the list but the link stops working.

Stop someone using the Control Tower. Select Deactivate and confirm in the prompt, which reads "They will no longer be able to open this app. Their sign-in account is not changed, and you can activate them again at any time." The sign-in account itself is not touched; only their access to this app is switched off.

Let them back in. Select Activate on an inactive person.

Rules to know.

  • The organisation must always keep at least one active administrator. You cannot deactivate the only one, or change their role to something else.
  • Each email address can appear once.
  • Adding a person needs your organisation's email sending to be set up by your platform administrator. If it is not, the pop-up reports "No email provider is configured for this organization" and nobody is added.
  • If the email address already belongs to someone who can sign in, they are not asked for a password: they are simply told they now have access, and their row shows Active sign-in straight away.

Popups and panels

User editor

Opens from Add user (title Add user) or Edit (title Edit followed by the person's name). Select the ? in its header for help. When adding, it says "They are emailed a link to choose their own password. It works for 7 days and can be re-sent."

  • Full name (required).
  • Email (required, must be a valid address). It is the person's sign-in, so it cannot be changed after the person has been added.
  • Role (required) – choose from your organisation's roles. See Roles and permissions.
  • Job title and Phone – optional.

The button reads Add and invite for a new person and Save for an existing one; it stays unavailable until the required fields are valid. A red message appears inside the pop-up if the save is refused, for example "A staff member with that email already exists."

The Deactivate prompt is a small confirmation window with Deactivate and Cancel; its help icon opens this page.

Tips

  • "The person says the link has expired." Select Resend. Links work for 7 days.
  • "Email not delivered - resend". Ask your platform administrator to check the organisation's email setup, then select Resend. The email address of an existing person cannot be edited on this screen, so check it was typed correctly when the person was added.
  • "Your role (...) cannot do this". Your role lacks the permission for that action. Ask an administrator to change your role.
  • Deactivated people are not deleted. They stay in the list and can be activated again.