> For the complete documentation index, see [llms.txt](https://help.allwage.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.allwage.com/fundamentals/users-and-employees/users.md). # Users Invite users, choose what they can do with a permission preset, and manage their accounts. Users are the people who sign in to the AllWage portal. There's no limit to how many users you can add. What each user can see and change comes from the **permission preset** they're linked to, and the **scope** that limits which records they can reach. **What this page covers:** * Access to the portal * The Users page * Inviting a user * Editing access * Passwords * Resend invitation * Reset account * Unlock account * Archive and restore * My profile For how presets, permissions and scope work — and how to choose the right access for each person — see [User Permissions](/fundamentals/users-and-employees/user-permissions.md). ## Access to the Portal When you add a user, AllWage emails them an invitation called **Set up your AllWage account**. The link in it takes them to a page where they confirm their name and choose their own password. The link works once and lasts 72 hours. Until they've set up their account, they can't sign in. Once they have, they sign in at [app.allwage.com](https://app.allwage.com/) with their email and the password they chose. For what they'll see, see [Set Up Your Account](/fundamentals/online-portal-login.md#set-up-your-account). {% hint style="info" %} Hasn't received it? Don't add them again — use **Resend invitation** on their row. See [Resend Invitation](#resend-invitation). {% endhint %} ## The Users Page Go to [**Settings → Users**](https://app.allwage.com/#/system/users). Everyone can see the list of users, but only people with **Read / Write** on **Users** can add, edit, archive or restore them. The table shows each user's access at a glance: | Column | What it shows | | -------------- | ------------------------------------------------------------------------------------------------------------------------------- | | **Name** | The user's name and sign-in email. | | **Preset** | The permission preset the user is linked to. Built-in presets and your own custom presets are both shown. | | **T\&A** | Which teams they reach in time and attendance: **Full** (all teams), **Limited** with the number of teams, or **None**. | | **Payroll** | Which payroll they reach: **Full** (all companies), **Limited** with the number of payroll companies and pay runs, or **None**. | | **Last login** | When they last signed in. | | **State** | Where their account stands — see [Account States](#account-states). | Use the search box to find a user, and the filters — **Account**, **Pay runs**, **Payroll**, **Payroll companies**, **Preset**, **State**, **T\&A** and **Teams** — to narrow the list. For example, filter by **Preset** to see everyone linked to one preset before you edit it, by **Teams** to see who looks after a team, or by **State** to find invitations that have expired. The **Account** filter starts on **Current**, so archived users are hidden. Choose **Archived** to see them. ### Account States | State | What it means | | ------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | | **Active** | The user has set up their account and can sign in. | | **Invite expires** *date* | The invitation has been sent and is waiting to be used. | | **Invite expired** | The invitation wasn't used in time. Use [Resend invitation](#resend-invitation). | | **Invite not sent** | The invitation email couldn't be sent. Use [Resend invitation](#resend-invitation). | | **Locked until** *time* | The account is locked after repeated failed sign-in attempts. It unlocks by itself at that time, or you can [Unlock account](#unlock-account). | | **Archived** | The user can't sign in. Their history is kept. See [Archive and Restore](#archive-and-restore). | Hover over a state to see the full date and time. ## Add a New User 1. On the Users page, click **Add A User**. 2. Under **Basics**, enter the user's **First name**, **Last name** and **Email** — all three are required. They sign in with this email, and it can't be changed later. A **Mobile number** is optional. 3. Under **Permissions preset**, choose the preset for their job. The preset picker has two tabs — **Built-In** and **Custom** — and can ask you a few quick questions to find the right one. Not sure which to choose? See [Choosing a preset](/fundamentals/users-and-employees/user-permissions/designing-and-troubleshooting-access.md#choosing-a-preset-four-questions). 4. If the preset leaves any scope to be chosen for each user, a **Scope — set for this user** step appears. Choose their **T\&A teams** and, for presets that include payroll, answer **Payroll access?** and choose their **Payroll companies** and **Pay runs**. You can't save until every choice is made. 5. Check the **Resolved access** panel. It shows what the user will — and won't — be able to see and do. 6. Click **Save User**. AllWage creates the account and emails them the invitation. Their state shows **Invite expires** with the date. If the invitation couldn't be sent, you'll be told and their state shows **Invite not sent** — use **Resend invitation** on their row instead of adding them again. If you add an email address that belongs to an archived user, AllWage tells you: "An archived account uses this email; restore it instead." See [Restore a User](#restore-a-user). ## Edit a User's Access 1. On the Users page, click **⋯** on the user's row and choose **Edit access**. 2. Change what you need: * **Basic details** — name and mobile number. * **Linked to** — open the preset picker to link them to a different preset. They take on that preset's access straight away. * **Scope** — any scope the preset leaves to be set per user can be changed here. Scopes fixed by the preset are shown read-only; to change those, edit the preset. See [Fixed scope and Set per user](/fundamentals/users-and-employees/user-permissions/permission-presets.md#fixed-scope-and-set-per-user). 3. Check the **Resolved access** panel, then save. To change what one person can *do*, don't look for a switch on the user — there isn't one. Copy their preset, change the copy and link them to it. See [Every user is linked to a preset](/fundamentals/users-and-employees/user-permissions/permission-presets.md#every-user-is-linked-to-a-preset). {% hint style="info" %} You can't change your own preset or scope. Ask someone else who can manage users to make the change. {% endhint %} ## Passwords Passwords are personal. Nobody — not an Owner, and not AllWage support — can see or set another person's password, and AllWage never emails a password. * **A user who has forgotten their password** clicks **Forgot your password** on the sign-in page. See [Forgot Your Password?](/fundamentals/online-portal-login.md#forgot-your-password) * **A user who is locked out** after too many failed attempts can wait for the lock to lift, or you can [Unlock account](#unlock-account). * **A user who needs a fresh start** — for example, you think someone else knows their password — can be given one with [Reset account](#reset-account). * **A signed-in user** can change their own password from [My profile](#my-profile). For the password rules, see [Password Rules](/fundamentals/online-portal-login.md#password-rules). ## Resend Invitation Use this when someone hasn't received their invitation, or it has expired. It's offered on users whose state is **Invite expires**, **Invite expired** or **Invite not sent**. 1. On the Users page, click **⋯** on the user's row and choose **Resend invitation**. 2. Confirm **Resend invitation?**. AllWage emails them a new invitation. Any earlier invitation links stop working, so ask them to use the newest email. You can resend as often as you need. ## Reset Account Use this to give an **Active** user a fresh start, for example when you think someone else knows their password. 1. On the Users page, click **⋯** on the user's row and choose **Reset account**. 2. Confirm **Reset account?**. Resetting: * removes their password, and signs them out everywhere straight away; * stops any earlier invitation or reset links from working; * emails them a new invitation to set up their account again. They can't sign in until they've set up their account from the new invitation. Their email, preset, scope and history stay the same. {% hint style="warning" %} You can't reset your own account — change your password from [My profile](#my-profile) instead. Only an Owner can reset another Owner's account. {% endhint %} ## Unlock Account After repeated failed sign-in attempts, AllWage locks the account for a while and the user's state shows **Locked until** with the time. It unlocks by itself at that time. To let them in sooner: 1. On the Users page, click **⋯** on the user's row and choose **Unlock account**. 2. Confirm **Unlock account?**. They can sign in straight away. Their password stays the same, so if they've forgotten it, they should use **Forgot your password** on the sign-in page. If they don't recognise the failed attempts, ask them to choose a new password. You can't unlock your own account — ask another user manager, or wait for the lock to lift. Only an Owner can unlock another Owner's account. ## Archive and Restore ### Archive a User Archive someone who no longer needs access, such as a leaver. 1. On the Users page, click **⋯** on the user's row and choose **Archive user**. 2. Confirm **Archive user?**. They can't sign in any more, and any session they have open ends straight away. Their history is kept, and you can restore them later. You can't archive your own account, and the last Owner can't be archived. See [Owners](/fundamentals/users-and-employees/user-permissions/designing-and-troubleshooting-access.md#owners). ### Withdraw an Invitation For a user who hasn't set up their account yet, the same action is called **Withdraw invitation**. Their invitation link stops working and the account is archived. You can restore it later. ### Restore a User 1. On the Users page, set the **Account** filter to **Archived**. 2. Click **⋯** on the user's row and choose **Restore user**. 3. In **Restore user?**, check their **First name** and **Last name** — correct them if needed — and confirm. AllWage emails them an invitation to set up their account again. They can sign in once they've done that. Their history stays with the account. ### If an Email Address Changes {% hint style="warning" %} A user's email can't be changed. If someone's email address changes, archive their old account and add them again with the new address. Don't reuse the old account for a different person — archive it, and add the new person as a new user. {% endhint %} ## My Profile Every user can update their own details. Click your name in the side menu, then **My profile**. * **You can change** your first name, last name, mobile number and password. * **You can't change** your email, your preset or your scope. Ask someone who can manage users. **To change your password:** 1. In **My profile**, click **Change password**. 2. Enter your **Current password** — the password you sign in with now. 3. Enter your **New password** and type it again in **Confirm new password**. It must meet the [password rules](/fundamentals/online-portal-login.md#password-rules). 4. Click **Save changes**. If you get your current password wrong, you'll see "Your current password is incorrect." This counts as a failed sign-in attempt, so too many can lock your account. When you save a new password, every other device where you're signed in is signed out. The device you're using stays signed in. AllWage emails you to confirm the change — see [Emails About Your Account](/fundamentals/online-portal-login.md#emails-about-your-account). --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://help.allwage.com/fundamentals/users-and-employees/users.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. 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