User management is a critical administrative function that allows you to control who has access to your business data and what level of permissions each team member receives.

This guide will walk you through the complete user lifecycle - from sending initial invitations to managing roles, permissions, and account maintenance. Whether you're onboarding new employees, adjusting access levels for existing team members, or removing users who no longer need access, you'll find step-by-step instructions for each process.

Ensure you have the appropriate permissions to manage users. Account Owners have full user management capabilities, while other roles may have limited permissions based on the role hierarchy. You'll need access to the Settings area and should be familiar with your organization's role structure and permission requirements.

Adding new team members to your account is a straightforward process that ensures secure access while maintaining proper role-based permissions. Follow these steps to successfully invite and onboard new users:

The new user will receive an invitation email in their inbox within 15 minutes; check spam or junk folders if it doesn't appear within this time. User invitations will expire after 7 days, but can be re-sent within this time; go to Settings > Security > Users and click on Resend, in the User Invitations list.

When a user receives an email invitation to an account, they must approve the invite within 7 days of the invitation being created, before they can access the account. To accept a user invite:

After the user has accepted their invitation and set up their login, they'll have access to the account, and a tick icon will be displayed along their user row in the Users page's Approve column.

New users will also be required to verify their email address after their first successful login. Verification is approved by clicking on the verification email's URL, and once done a tick icon will be displayed along their user row in the Users page's Verified column.

When you send an invitation to an email address that's already registered with another account, the system handles this automatically. The user won't receive a new invitation email, but they'll gain immediate access to your account through the "My Account" menu in the header ribbon. This seamless integration allows users to manage multiple accounts from a single login.

Once users have been successfully invited to your account, you have tools available to manage their information, permissions, and access levels. The Users page serves as your central hub for all ongoing user administration tasks.

While most user information can be modified after account creation, there's one important restriction to keep in mind: email addresses cannot be changed once a user account is established. All other user details, including names, roles, and access permissions, can be updated as needed to reflect organizational changes.

To update a user's Name:

To update a user's Department:

To update a user's Role, which determines the user's permissions for your account:

Beyond basic account access, the Customer Success Plan your account is subscribed to provides additional services that can be selectively enabled for individual users. These optional features include direct support access and training resources, allowing you to customize each user's experience based on their role and responsibilities within your organization.

Your ability to enable support access for users depends on your Customer Success Plan. Some plans include support for more users than others, and the types of support available (such as phone, chat, or tickets) also vary based on your subscription level.

To manage a user's support eligibility:

For organizations with Standard or Premier Customer Success Plan subscriptions, a limited number of users can be provided access to University training materials. The University offers self-led, curated courses to help users become experts at using Unleashed. Offering both in-depth and crash courses to help users get started and ensure your team stays current with new features and best practices.

To grant a user access to the University:

For University-enabled users to access the University:

The Default Warehouse column in the Users page displays the name of the warehouse that has been selected as the user's main warehouse. When the user creates new transactions, their default warehouse will automatically populate, but they will be able to update it as appropriate per transaction. To update a user's default warehouse, go to Settings > System > Warehouses.

The Last Login column in the Users page provides valuable visibility into user engagement. This field displays the date and local time when each user most recently accessed their account using their credentials. This information can help you identify inactive accounts or verify that users are successfully accessing the system after invitation.

When team members leave your organization or no longer require access, you can remove their accounts while preserving all historical data.

To delete a user:

When you delete a user, only their access to the account is removed. All transactions, updates, modifications, and other changes the user previously made to your data remain completely intact and unaffected. This ensures business continuity and maintains complete audit trails for compliance and historical reference.

If the deleted user was also configured as a Store Administrator for your B2B store, removing them from your account will automatically revoke their B2B store access as well, ensuring consistent permissions across all integrated systems.