Managing Users

Managing Users

Users are the people in your organization who access the platform to perform and manage EHS activities.

Adding users allows your team to:

  • Report incidents
  • Manage and complete inspections
  • Manage and complete tasks
  • View and analyze data

Each user is assigned roles and access to specific facilities, which determines what they can see and do in the system.

User Access 

User access is controlled by:

  • Roles → what actions they can perform
  • Facility access → which data they can see

How to Add a User

  1. Go to My Organization → Users
  2. Click Add User
  3. Enter the user’s details
  4. Assign roles (permissions)
  5. Assign facility access
  6. Click Save
What happens next?
  • The user will receive a welcome email
  • They will click Confirm Email in the email
  • They will be prompted to set their password
  • Once completed, they can log in to the platform

After this step, the user becomes an active member of your organization.

User Details

Enter the following details when adding a user.

Name

Enter the user’s first and last name.
This will be used as the user’s display name throughout the system.

Email

Enter the user’s email address.
This is used for login and notifications. Once set, the email address cannot be changed.

Phone Number

Enter the user’s phone number (optional).

Employee ID

Enter the user’s employee ID (optional).
This can help identify users in reports and align records with your internal systems.

Security & Access

When adding a user, you’ll define their access level and permissions.

Access Level (Security)

Select the user’s access level:

  • Global Administrator
    Has access to all facilities and can view and manage all records across the organization.
  • Facility Limited
    Has access only to the facilities assigned to them.
    They can only view and interact with data within those facilities.
Actions (Permissions)

For Facility Limited users, you can define what actions they are allowed to perform.

  • Permissions control what a user can do in the system (e.g., create, edit, or manage records)
  • Permissions are additive, meaning you can assign multiple permissions to the same user

You can:

  • Select individual actions based on the user’s responsibilities
  • Or use suggested permission sets like Manager or Normal User
​
​Sensitive Data Access

Some users may need access to sensitive or restricted information.

Two additional permissions are available:

Manage Reporting and PII

Grants access to personally identifiable information (PII) within incident records.
This is typically required for compliance and reporting (e.g., OSHA reporting).

View Privacy Cases

Allows users to view incidents marked as private due to sensitive content
(e.g., medical or personnel-related cases).

Important:
Even Global Administrators must be explicitly granted these permissions to access sensitive data.

💡 Tip:
Use Global Administrator for full system access. For most users, Facility Limited access with the appropriate permissions is recommended.

Managing Existing Users

From the Users page, you can:

  • Resend Invite
    Send the invitation email again
  • Reset Password
    Trigger a password reset for the user
  • Deactivate User 
    Removes the user from assigned tasks and inspections, but keeps them in the system as "Inactive". 
    The user will lose access to the system.  
  • Delete User
    Remove access to the system


If you are onboarding, the next step after adding users is to review Groups and Items. 

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