Learn how Admins can invite users, assign roles and groups, and resend invitations if needed.
Overview
Adding a user allows your team to onboard new members into your company’s SubBase account so they can participate in projects, orders, and invoice workflows.
When a user is invited, they receive an activation email with a link to set their password and log in.
Who Can Do This
This article applies to Admin and Purchaser roles only.
User management in SubBase is role-based. Only these roles can add, deactivate, reactivate, or replace users.
If you do not see user management options, such as Add User, under Company Settings → Users, your current role does not include these permissions.
Before You Start
Before inviting a user, make sure you have:
• The new user’s company email address
• The correct role selected: Admin, Purchaser, User, or Material Requester
• The group the user should belong to (groups control project visibility)
Important:
When you assign a user to a group, they automatically gain visibility into all projects within that group. They will not receive notifications for specific projects unless they are added as a Project Watcher in that project’s settings.
Steps to Add a User
Step 1: Open User Settings
From the blue navigation bar, click your User Profile menu (your name) → Company Settings → Users tab.
Step 2: Click Add User
Click Add User in the top-right corner of the Users page.
Step 3: Enter the Email Address
Enter the user’s email address.
You can invite multiple users at once by separating each email address with a comma.
Note:
When inviting multiple users at once, all invited users must share the same role and be assigned to the same group.
Step 4: Assign a Role
Choose the role that matches the user’s responsibilities:
Admin – Full platform access, including user, group, and permission management
Purchaser – Can manage orders and vendors, with limited administrative actions
User – Can view and create drafts but cannot manage users
Material Requester – Can request materials but cannot manage orders or users
Step 5: Assign a Group
Select the group the user should belong to.
Groups determine which projects the user can see and access.
If the correct group does not exist yet, create it first under Company Settings → Groups.
Step 6: Send the Invitation
Click Invite User.
SubBase sends an activation email from no-reply@subbase.io to each address entered.
Users must click the link in that email to activate their account, set their password, and log in.
If the user does not see the email in their inbox, ask them to check their Spam or Junk folder.
After You Invite a User
Once the user activates their account:
Their name will appear in the Users list under Company Settings → Users
If the user has not yet activated their account:
Only their email address will appear until activation is complete
Invitation Email Details
Invitation emails are sent from no-reply@subbase.io
Emails may land in Spam or Junk folders
Always confirm the email address before sending an invite
If an email address is incorrect, the user will not receive an activation link.
Resend or Copy an Invitation Link
If a user has not accepted their invite yet, you can resend or manually share the invite link.
Steps
Go to User Profile menu → Company Settings → Users
Locate the invited user in the list
Look below their email address
If the invite has not been accepted, you will see Resend invitation.
Click Resend invitation to send a new activation email
Hover and select Copy Invite Link to send the link manually
Invite Expiration
Invite links expire after a limited time.
If a link has expired, you will see Invite expired! below the user’s email address.
Click Resend invitation to generate a new activation link.
Troubleshooting
I cannot find the Add User button
I cannot find the Add User button
Your role may not include user management permissions
The user did not receive their invite email
The user did not receive their invite email
Ask them to check Spam or Junk folders
Verify the email address in Company Settings → Users
Use Resend invitation or Copy Invite Link
The system says the user already exists
The system says the user already exists
The user may be inactive
Go to Company Settings → Users
Switch to the Inactive Users filter
Reactivate the user profile instead of creating a new one
Learn how to reactivate a user HERE