Change Someone's Role
Move a user between roles, widen or narrow what they may do, add or remove locations, and deactivate an account that should no longer sign in.
Navigate to: Settings → Team → Team → Edit on the user's row
People change jobs, cover for each other, and leave. Access should change with them on the same day — an account that still opens every location three months after a transfer is the ordinary way businesses end up over-exposed.
Only Administrators and the Super Administrator can change another user's access. Nobody can change their own role.
Changing the Role
The same panel used when the user was added, with their current values loaded.
Switch between System role and Custom role and choose. A user holds exactly one role — a new role replaces the old one, it never stacks on top of it.
Changing the role changes what the panel offers. Move someone to Administrator and they receive every module and every center automatically; move them the other way and you must now tick what they keep.
The change applies to their next sign-in.
Promoting to Administrator grants everything at once. Demoting does not silently keep the old rights — the modules, permissions and centers become yours to set again. Read them before saving rather than accepting whatever loads.
Changing What They May Do Without Changing Their Role
Most access changes are not role changes. A Supervisor who has taken on purchasing needs the Purchases module ticked, not a promotion. Open Edit, adjust the modules, the per-feature permissions (Create, Read, Update, Delete, Approve) and the Access Scope on each feature, and save.
If you find yourself making the same adjustment for several people, that is a custom role waiting to be built.
Changing a user affects that user. Changing a custom role changes access for every user holding it — the role form warns you how many people that is before you save. Use the user panel for one person; use the role for a job.
Adding or Removing Locations
Center access is edited in the same panel. Tick a center to grant it, clear it to take it away.
An empty center list means no centers — the user loses center-specific data entirely. If you meant "all locations", tick Select All Centers.
Removing a center does not touch anything the user already created there. Their past documents remain, attributed to them; they simply can no longer open that location.
Deactivating and Reactivating
| Action | What It Does |
|---|---|
| Deactivate | Asks for confirmation, then sets the account Inactive. They can no longer reach this business. Their access to any other company they belong to is unaffected, and all their records and history are preserved. |
| Activate | Restores an inactive account with the same role, permissions and centers it had before. |
Deactivating is the right move when someone leaves. It is reversible, it keeps the audit trail intact, and it takes effect immediately — unlike stripping permissions one at a time, which is easy to do incompletely.
The account that registered the business is marked Protected Account. It cannot be edited or deactivated from the Team page. Transferring it is a support request.
Checking the Change Landed
The user's row updates immediately — the Role column shows the new role (custom roles carry a Custom badge) and the Centers column reads All Centers, a count, or No centers. Every change is written to the audit trail; Activity logs shows who changed what and when.
Related
- Invite a teammate — adding someone in the first place
- Team management — the list, its columns and its tabs
- Custom roles — when the same change applies to a whole job
- Activity logs — the record of access changes