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Users and roles

Who may sign in to your organisation and what each of them may do. Only an Admin can open this screen.

What you see

the Users List with the Members and Invitations tabs

  1. Users List — "Manage the team members who have access to your business account."
  2. Members and Invitations: people who have joined, and invitations.
  3. Add User and Invite member.
On the Members tab What it does
Search From 2 characters, lists matching people under the box. Click one to open them.
All, Active, Deactivated Filter by status.
Role chips All roles, then one chip per role.
Filter Date From, Date to, Is Active.
Columns User name, Email address, Last Login time, Last Login date, Status, Actions. Click User name, Email address, Last Login date or Status to sort.
Tick boxes Tick rows to show the bulk bar: "n selected · Activate · Deactivate".
Actions Manage User: Remove from organization (or Restore access) and Role assignment.
On the Invitations tab What it does
Chips Pending (the default), Accepted, Cancelled, Expired, All.
Columns Email, Role, Status, Expires (days left, for a pending invitation).
Resend, Revoke On a pending invitation that has not expired.

From invitation to leaving

flowchart LR
    A["<b>Invited</b><br/>listed under Invitations"] -->|"accepts"| B["<b>Active</b><br/>signs in, works<br/>within their role"]
    N["<b>Added</b> by an Admin"] --> B
    B -->|"Role assignment"| B
    B -->|"Remove from organization"| C["<b>Deactivated</b><br/>no access to this organisation;<br/>their work stays"]
    C -->|"Restore access"| B

The four roles

Role In one line
Admin Runs the organisation — plan, users, devices, profile
Accountant Money and documents end to end; no administration
Create invoice Issues invoices, manages clients and items
View invoice Reads everything, changes nothing

Full detail in Roles and permissions.

Tasks

Add a user directly

Why. You are creating the account for them.

Who. Admin.

  1. Click Add User.
  2. Enter First name, Last name, Phone and Email.
  3. Choose the role.
  4. Optionally upload a photo.
  5. Click Add User.

Result. The person appears under Members and can sign in.

Invite someone by email

Why. They create their own password, and you never handle it.

Who. Admin.

  1. Open the Invitations tab.
  2. Click Invite member.
  3. Enter the Email address and choose the Role.
  4. Click Send invitation.

The Invite a member dialog: Email address, Role and Send invitation

Result. The invitation is listed under Pending for 7 days. The person receives an email with a link to join your organisation. Someone new to Clix creates their account on that page: see Invitation problems.

Resend or revoke an invitation

Who. Admin.

  1. Open the Invitations tab. It shows Pending invitations.
  2. On the invitation, click Resend or Revoke.
  3. Confirm.
Action What happens
Resend "email will get a new email. The link in the previous email will stop working."
Revoke "email won't be able to join using the link they were sent." The invitation moves to Cancelled.

An accepted, cancelled or expired invitation has no buttons. To invite that person again, use Invite member.

Change someone's role

Who. Admin.

  1. On their row, click Actions, then Role assignment.
  2. In Assign to role, choose the role.
  3. Click Save changes.

The change takes effect the next time they load a page.

Two limits

You cannot change your own role, and an organisation must always keep at least one Admin.

Admin is not on offer

Invite member and the role change do not list Admin: "Admin can't be granted — it belongs to whoever created the organization."

Remove someone from your organisation

Why. They have left, or should not work in this organisation for now.

Who. Admin.

  1. On their row, click Actions, then Remove from organization.
  2. Read the dialog: "They'll lose access to this organization's data. Their Clix account and any other organizations they belong to are not affected."
  3. Click Remove from organization. Keep Active closes the dialog.

Result. A message such as "Sara was removed from Acme Trading." They lose access to this organisation only. They keep their Clix login and every other organisation they belong to. They stay in the list as Deactivated. Nothing they created is removed: invoices, clients and items stay as they are, and still show who created them.

You cannot remove the organisation's only Admin.

Restore someone's access

Who. Admin.

  1. Filter by Deactivated.
  2. On their row, click Actions, then Restore access.

Result. No confirmation is asked. A message such as "Sara can access Acme Trading again." They are Active with the role they had.

Activate or deactivate several people

Who. Admin.

  1. Tick the rows.
  2. In the bar that appears, click Activate or Deactivate.
  3. Confirm. For Deactivate: "This will deactivate the n selected users. They will lose access until reactivated."

Result. "n users updated." If some fail, the message says how many. Each person gets an email about the change. You cannot change your own status.

See what someone has done

Why. An audit asks who changed what, or an invoice looks wrong and you need to know who touched it.

Who. Admin.

  1. Click the person's name. The page has two tabs: User Info (First Name, Last Name, Phone, Email and role) and Activity log.
  2. Open Activity log. It lists their actions with the date and what was acted on.
  3. Type in Search activity, or pick a Date range: All, Today, Last 7 days, Last 30 days, Last 3 months, Last 6 months, Last 12 months or Custom range. Custom range asks for Date From and Date To.

You only ever see people in your own organisation. If you belong to several, each keeps its own log.