User Management

Manage the people in your organization from Admin → Users. Open the Admin section in the left sidebar and choose Users.

Admins and Platform Admins can invite members, change roles, deactivate or reactivate accounts, and resend invitations. An admin can also give a trusted teammate permission to send invitations — without making them an admin. See Letting a teammate invite people below.

Inviting a Member

On the Admin → Users page, fill in the invite form at the top:

• Name — the person’s full name
• Email — their work email address
• Role — what they’ll be able to do (see Roles & Permissions)

Send the invite. The new member receives an email with a link to sign in and set their password. Once they set their password, they’re active and can start working right away. Every invitation is recorded in your organization’s activity history.

Changing a Member’s Role

Open the actions menu on a member’s row and choose Change role, then pick the new role. The change takes effect immediately and is recorded in your organization’s activity history.

You can’t change your own role, and you can’t remove your organization’s last remaining admin — promote another member to admin first.

Resending an Invitation

If a member didn’t receive their invitation email, or their sign-in link no longer works, open the actions menu on their row and choose Resend invitation. TrueGrade issues a fresh sign-in link and emails it to them again.

Deactivating a Member

When someone leaves your organization, deactivate them instead of deleting them. Open the actions menu on their row and choose Deactivate. Deactivated members:

• Can no longer sign in
• No longer count toward your plan’s active-seat limit
• Keep all of their historical records — reports, approvals, and activity stay intact

You can’t deactivate your own account, and you can’t deactivate your organization’s last remaining admin.

Reactivating a Member

To bring a former member back, find them in the members list and choose Reactivate from their row’s actions menu. They’ll be able to sign in again.

Seat Limits

Your subscription plan determines how many active members your organization can have. If you’ve reached your plan’s limit, deactivate a member you no longer need, or upgrade your plan, to free up a seat. Deactivated members don’t count toward the limit.

Letting a Teammate Invite People

Sometimes you want an office manager or a project lead to be able to add new people, without giving them full admin control. Admins can grant this from Admin → Users: open the actions menu on the teammate’s row and turn on Can invite.

A teammate with invite permission can:

• Invite new members
• Resend a member’s invitation
• Change a member’s role

…but only for non-admin roles. They can’t create or manage admins, can’t deactivate or reactivate accounts, and can’t give invite permission to anyone else. Those actions stay with your admins.

To take the permission away later, open the same actions menu and turn Can invite back off.