Creating and managing user accounts

Invite staff to CompanionAxis, give each person a role, and later change, sign out or deactivate them. All of this happens in Settings → Users and roles.

Before you begin

• The Administrator role, or a role that can invite and manage users (settings.users.invite, settings.users.assign_roles, settings.users.deactivate).
• Regions, branches or houses already set up if the role you give is limited to sites. See Setting up branches, regions and SIL houses.
• Support workers who need shifts in the app are usually invited from Team → Invites and onboarding, so their worker record exists first.

Invite a staff user

1. Go to Settings → Users and roles.
2. Select Invite user at the top right. The Invite a user panel opens.
3. Enter the person’s Full name and Work email. Job title (optional) can stay blank.
4. Choose a Role. The hint under the list shows the role’s scope and whether two-step verification is required.
5. If the role is limited to sites, a field such as Regions they work in appears. Choose at least one site, or the invitation is refused.
6. Select Send invitation. A message confirms the invitation was sent and that it expires in 7 days.

The panel reminds you that each active staff user is billed from the day they first sign in. An unaccepted invitation costs nothing.

Follow up a pending invitation

1. Open the Invitations tab. Each row shows the person, their role, when the link expires and when it was last sent.
2. Select Resend to email a fresh link. You can resend an invitation up to 5 times a day.
3. Select Revoke if it went to the wrong address, then invite the person again with the right one.
4. When the person accepts, they move to the Users tab with the status Active.

Change someone’s roles

1. On the Users tab, search by name or email, or filter by Role, Status or Two-step. Select the person to open their panel.
2. Under Roles, select Add role, choose the Role and, for a site-limited role, the sites. Select Add role again to save.
3. To take a role away, select the bin icon next to it.
4. If asked, confirm it’s you. Role changes apply on the person’s next request and are recorded in the audit log.
5. Check the What they can reach and Why can they…? cards at the bottom of the panel to confirm the result.

Link a user to their worker record

1. In the person’s panel, find Worker record.
2. Choose their worker record from the list and select Link.
3. To remove the link, clear the selection and select Unlink.

Shifts, timesheets and own-scope access follow this link, so link it before giving a role that works from own shifts.

Help someone who can’t sign in

1. Open the person’s panel.
2. Select Send password reset to email them a reset link.
3. Select Reset two-step if they lost their phone or passkey. They set it up again at their next sign-in.
4. Select End sessions to sign them out on every device.
5. If the account is locked, an Unlock button appears. Select it.
6. Select View activity to open the audit log filtered to this person.

Deactivate someone who leaves

1. Open the person and select Deactivate. To deactivate several people, tick them in the list and use the Deactivate button that appears above it.
2. Enter a Reason (kept in the audit log). The button stays disabled until it has at least 3 characters.
3. Choose what happens to Their future shifts: Release as open shifts, Unassign or Keep (decide later).
4. Select Deactivate. Their sessions end and access is removed straight away. Their history stays.
5. To bring someone back later, open them and select Reactivate.

Tips

• The Two-step column shows Required, not set up for people whose role needs two-step verification and who haven’t set it up. They are made to set it up at their next sign-in.
• Use the list’s export to keep a dated copy of who has access, for example before an audit.
• Billing counts active staff users. Deactivating leavers promptly keeps your bill accurate. See Managing your subscription and active users.

If something goes wrong

“Already invited” when you send an invitation

An invitation is already waiting for that address. Go to the Invitations tab and select Resend.

“Already a user”

The person already has an account. Find them on the Users tab and change their roles, or select Reactivate if they were deactivated.

“This email isn’t on one of your organisation’s domains.”

Your organisation only allows staff emails on its own domains. Use the person’s work address.

“You can’t deactivate yourself” or “Someone has to be Administrator”

Ask another Administrator to deactivate you. If you are the only active Administrator, give the Administrator role to someone else first.

“Link a worker record to give someone the … role.” or “Worker already linked”

That role needs a worker record. Link the right worker in Worker record first; a worker record can be linked to one user only.