User Management
User management is available under Administration → Users. Only Admin and Platform Admin roles can invite users, change roles, or deactivate accounts.
Inviting Users
Click Invite User and enter:
- Email address — the user’s work email
- Role — see Roles & Permissions for role descriptions
- Projects (optional) — pre-assign the user to one or more projects
The invited user receives an email with a setup link valid for 72 hours. If the link expires, resend it from Users → [User] → Resend Invite.
If SSO is configured, users sign in via SSO after accepting their invitation. The invitation still sets their role and project assignments.
Seat Limits
Your plan controls how many active users you can have:
| Plan | Active User Seats |
|---|---|
| Professional | 5 |
| Business | 25 |
| Enterprise | Unlimited |
When you reach your seat limit, the Invite User button is disabled. Upgrade your plan or deactivate an existing user to free a seat.
Changing a User’s Role
From Users → [User] → Edit Role, select the new role from the dropdown. Role changes take effect immediately. All role changes are recorded in the audit log.
An organization can have multiple Admins. There is no single “owner” — billing, user management, and audit access are granted to every user holding the Admin role. To remove an Admin, demote them from this page; if the user is your last Admin, promote another user first or contact TrueGrade support for assistance.
Project Assignments
By default, Project Managers, Senior Estimators, Foremen, Accounting users, and Field Users see only the projects they’re assigned to. Admins (and Platform Admins) see all projects in the organization.
To assign a user to a project: Users → [User] → Projects → Add Project, or from the project’s Team tab.
Deactivating Users
When a user leaves your organization, deactivate them rather than deleting. Deactivated users:
- Cannot log in
- No longer consume a seat
- Have all their historical data preserved
- Are marked “Former Member” in the audit log
To deactivate: Users → [User] → Deactivate. Deactivation is immediate.
Reactivating Users
Reactivate a former user from Users → Deactivated → [User] → Reactivate. This consumes one seat. If you’re at your seat limit, you’ll need to deactivate another user or upgrade your plan first.
Bulk Operations
From the Users list, select multiple users using the checkboxes to:
- Deactivate selected users
- Change role for selected users
- Assign to project for selected users
- Resend invitations for pending users
Bulk operations are recorded as individual entries in the audit log.