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Managing Users

This page covers the full lifecycle of a user account from an administrator's point of view: creating a user, understanding the account statuses, suspending and reactivating, unlocking, assigning an organization role, and deleting.

Where to find it: Users (the Users & Permissions area).

:::note Who can manage users Managing users is an organization-wide action governed by the org role. The Admin role can do everything described here; the People Manager (HR) role manages users, roles, and assignments as part of its HR scope. See the RBAC matrix. :::

Creating a user​

Open Users → New User and provide:

FieldRequiredNotes
EmailYesMust be unique. Stored lowercase. This becomes the person's login identity.
First nameYes2–100 characters.
Last nameYes2–100 characters.
PhoneNoInternational format, e.g. +91 9876543210.
Organization roleNoThe single org role to assign (can also be set later).
DepartmentNoThe department the user belongs to.
Send invitationNoWhen on (default), an invitation email is sent immediately.

What happens on creation​

  • A newly created user starts in the DISABLED status — they exist in the system but cannot log in yet.
  • If Send invitation is enabled, an invitation email goes out and the user moves to INVITED.
  • The user sets their own password by accepting the invitation, at which point they become ACTIVE. See Invitations for that flow.

As an administrator you never set a user's password directly — the user sets it themselves through the invitation link.

User statuses​

A user account is always in exactly one of these statuses:

StatusCan log in?Meaning
DISABLEDNoNew account, not yet invited. The default on creation.
INVITEDNoInvitation sent, awaiting acceptance.
ACTIVEYesVerified and active. The normal working state.
SUSPENDEDNoTemporarily blocked by an administrator.
LOCKEDNoAuto-locked after too many failed sign-in attempts.
UNVERIFIEDNoEmail address not yet verified.

Status lifecycle​

Suspending and reactivating​

To suspend a user (for example, an employee on leave or under review), open the user and change their status to SUSPENDED, optionally recording a reason. A suspended user cannot sign in until an administrator changes them back to ACTIVE.

Reactivation is the reverse: set a SUSPENDED user back to ACTIVE and they regain access immediately, with the password they already had.

Unlocking a locked account​

A user who exceeds the failed-login limit is automatically moved to LOCKED for a cooldown period (see Authentication Flows for the exact limits). The account recovers when the lockout window expires, or an administrator can clear the lock sooner by setting the user back to ACTIVE.

Guardrails on status changes​

The system enforces a few safety rules so you cannot accidentally lock the organization out of itself:

  • You cannot change your own status. This prevents an admin from accidentally disabling their own access.
  • You cannot deactivate the only Admin. The organization must always have at least one active Admin.

If you hit one of these, the system returns a clear error and the change is blocked.

Assigning an organization role​

Each user has exactly one organization role. You can set it during creation or change it later from the user's detail page. Changing the role:

  • replaces the previous org role (a user is never assigned two org roles); and
  • is recorded in the audit log, showing the previous and new role.

For what each role grants, see Organization Roles. To grant subproject-scoped permissions on top, see Subproject Roles.

Editing a user​

From the user's detail page you can update their name, phone, department, and org role. The email address — the login identity — is fixed once the account exists.

Deleting a user​

Users are soft-deleted — the record is retained (marked with a deletion timestamp) for audit purposes rather than physically removed, so historical activity stays attributable. The following guardrails apply:

  • You cannot delete your own account.
  • You cannot delete the only Admin. There must always remain at least one Admin.

:::caution Suspend instead of delete when in doubt If a person might return, prefer suspending their account over deleting it. Suspension is fully reversible and keeps their role and assignments intact. :::