User Management
We’ve introduced a new, centralized way to manage users across all your buildings and settings—designed to scale with your organization and make user management faster, simpler, and more secure.
What’s Changed?
- User management is now centralized at the organization level—not per building.
- Admins and Members are now the two core account types.
- You can manage permissions per building using roles.
- You can add users to multiple buildings at once—no duplicates or separate invites.
- Users only receive one invitation or update email per change.
- You can now deactivate a user while keeping their data intact.
Account Types & Roles
Account Types
- Admin
- Admins have the keys to the whole organization! They can manage all buildings, settings, and even invite other admins.
- Member
- Members get access to specific buildings with roles that define what they can do. Permissions can vary from building to building.
Roles (Per Building)
- Define what a Member can do in a specific building.
- Managed centrally at the organization level. (coming soon)
- Replaces the older per-building system.
Invite a New User
Admins and Members can invite new users, but only Admins can assign the Admin account type. Members can only invite other Members, and only to buildings they have management permissions for.
Steps to Invite a User
- Go to Settings > Users.
- Click + Add User.
- Enter the user’s email address.
- Select the account type:
- Only available for Admins
- If inviting a Member, assign:
- One or more buildings the user should have access to.
- A Role for each building.
- ⚠️ You can only assign users to buildings where you have user management permissions.
- Click Send Invite.
What Happens Next?
The user will receive a single email to confirm their account and set up their profile.
- Email will be sent from: noreply@fixform.com with the subject: "{{Your Name}} has invited you to join FixForm"
✅ Ask the invited user to check their spam or promotions folder
Invitation & Access Rules Summary
Action | Who Can Do It? |
Invite a user as Admin | Admins only |
Invite a user as Member | Admins and Members |
Assign building access to a new Member | Only for buildings where the inviter has user management permissions |
Modify building access for an existing user | Only for buildings where you have user management permissions |
Modify Building Access for an Existing User
Admins and Members with user management permissions can update building access, but only for buildings they have permission to manage.
Steps to Grant or Modify Access
- Go to Settings > Users.
- Click on the user you want to update.
- In the Building Access section:
- Add or remove buildings the user should have access to.
- Adjust the Role for each building.
- Click Save Changes.
What Happens Next?
The user will receive one summary email listing all updated building access.
- No separate emails are sent for each building.
Filter and View Users
The centralized Users view allows you to easily find and manage users across your organization.
What You Can Do
- Go to Settings > Users.
- Use the search bar to look up users by:
- Name or Surname
- Email address
- Use the Building Access filter to narrow down users by specific building access.
- Click on any user to:
- View their building access and assigned roles.
- Review their account type (Admin or Member).
- Manage their status (active or inactive), if you have the required permissions. (admin only)
🔒 You’ll only be able to manage access for buildings where you have user management permissions
Edit User Details
🔒 Only available to Admins
Steps to Edit a User
- Go to Settings > Users.
- Click on the user you want to edit.
- In the Information section, update any of the following:
- Name
- Surname
- Phone number
- Click Save Changes.
Deactivate a User
🔒 Only available to Admins
Use deactivation when a user should no longer have access, but you want to retain their history.
Steps to Deactivate a User
- Go to Settings > Users.
- Click on the user you want to deactivate.
- Click the bin icon to deactivate the user.
- Confirm the action in the modal.
What Happens Next?
- The user can no longer log in.
- They remain visible in the list, marked as “Inactive”.
- All task history and assignments remain preserved.
- You can reactivate the user at any time from the same view.
Deleting Users (Coming soon)
🔒 Will be restricted to Admins only
In a future release, you’ll be able to permanently delete users: What This Means
- The user is completely removed from your organization.
- All their activity and historical data is anonymized.
- This action is irreversible and cannot be undone.
Managing Users Across Organizations
ℹ️ Applies to both Admins and Members
If a user is part of multiple FixForm organizations, they’ll have a separate account for each organization, with separate credentials and settings.
How to Switch Between Organizations
- Click on your profile icon at the bottom of the side menu.
- Select Change Organization.
- Choose the organization you want to log in to.
- Enter your password when prompted to authenticate.
- After successful login, you’ll be redirected to the selected organization.
Key Note(s)
- Each organization has its own login credentials, roles, and permissions.
✅ This structure gives each organization full control over its own user access and policies.