Manage users

The Users screen is where an administrator manages the people in your organization. You can invite or add people, assign their roles and site access, follow their onboarding, reset passwords, and deactivate accounts.

A few terms used throughout this page:

A user (or user account) is one person who can sign in to Bulk in your organization.
A role is a named bundle of permissions that decides what a person can see and do. Roles are created and configured on the User roles screen — see Manage roles and permissions.
An entity is one site or plant, such as a fabrication plant or a warehouse. Assigning entities to a person decides which sites they can open.

Use this screen when a new team member joins, when someone changes jobs and needs a different role, when a person forgets their password, or when someone leaves and their access must be removed.

Where to find it

Open Settings, then Organization, then Users. The screen lives at /settings/organization/users. The page header reads Users with the description "Manage users, roles, and permissions for your organization."

Each row in the table shows:

Column	What it shows
User	The person's name with their email address below it.
Roles	A badge for each role the person holds, or "No roles" when they have none.
Entities	A badge for each site the person can open, or "No entities" when they have none.
Status	An Active or Inactive badge. An inactive person cannot sign in.
Onboarding	How far the person has got with joining. See below.

Account rows end with an actions button (three dots). Which actions appear depends on your own permissions, described next. Pending invitation rows do not have an actions menu.

Follow a new starter from invitation to onboarded

The Onboarding column tracks the whole journey of someone joining, so you can see at a glance who still needs chasing:

Badge	What it means
Invited	An invitation has been sent and has not been accepted. This row shows the invited email and roles, but no account exists yet.
Accepted	The account exists, but the person has not finished or skipped the short welcome yet. Invited people reach this state after accepting; directly created accounts start here.
Onboarded	The person finished or skipped the welcome. Accounts that already existed when the welcome was introduced were marked complete during the rollout and also show this badge.
Device	This account is a paired dashboard or TV screen rather than a person. Display devices never see the welcome, so they never move through these states.

Rows in the Invited state appear at the top of the list, above the accounts that already exist, and show the invited email address instead of a name. They remain while the invitation is valid and unused. After acceptance the person becomes a normal account row further down; after expiry the invitation drops out of this pending list. Seeing these rows requires the View invitations permission; without it the list shows accounts only.

The Users screen does not offer resend or cancel actions on an invitation row. If an invitation expires, send a new one.

Filtering by Status, Role, or Entity narrows the list to real accounts, so invitations drop out — those filters describe an account, and an invitation does not have one yet. Searching still matches invited email addresses.

Before you start

Opening the Users screen and each action on it are controlled by permission. What you can do depends on the roles assigned to you:

Permission	Technical name	What it unlocks
View users	`users.view`	Open the Users screen and see the list.
Create users	`users.create`	The Add User and Bulk Create buttons.
Edit users	`users.update`	Edit a person, and Deactivate or Activate them.
Reset user passwords	`users.reset_password`	Reset Password for a person.
Manage user roles	`users.manage_roles`	Assign Roles to a person (and in bulk).
Manage entity user access	`entities.manage_users`	Assign Entities to a person (and in bulk).
Create invitations	`invitations.create`	Together with Create users, shows the Invite button and the roles you are allowed to offer.
View invitations	`invitations.view`	Pending invitation rows in the Users table.

An action only appears when you hold its permission. If your role can edit users but cannot manage roles, for example, you will see Edit in the actions menu but not Assign Roles.

Which roles can manage users

The built-in Super user role holds every permission, so a Super user can do everything on this screen. The Entity admin and Manager system roles can view, create, edit, and reset the password of users, but they do not include Manage user roles or Manage entity user access by default — so they cannot change a person's roles or site access until those permissions are added to a role. To let someone assign roles or site access, grant a role the users.manage_roles and entities.manage_users permissions on the Manage roles and permissions screen.

Invite a person by email

Use an invitation when you want the person to choose their own name and password.

Select Invite in the page header.
Enter the person's work Email.
Under What will they do?, select one or more roles.
Select Send Invitation.

Invite User dialog with a production planner email and the Manager and Operator roles selected. — Enter the person's work email, then select every role they need before sending the invitation.

Bulk emails a link that is valid for 7 days. The link shows the organization, invited email, and selected roles. The person enters their name, chooses a password, and selects Accept invitation.

Bulk creates the account, applies the selected access, and signs the person in. For the new account, Bulk keeps one selected baseline role: Super user takes priority over Entity admin, which takes priority over Operator. Other selected roles are added alongside it. Their row changes from Invited to Accepted until they finish or skip the welcome, when it changes to Onboarded.

Assign site access after acceptance

The Invite dialog assigns roles, but it does not ask for a site. After the person accepts, use Assign Entities on their account row to give them access to the plants where they work.

The role list only contains active, unlocked roles you are allowed to give:

If you have Manage user roles (users.manage_roles), you can offer any active, unlocked role in the organization.
Without that permission, you can still offer the built-in Operator and Entity admin roles, plus any other role whose permissions you already hold yourself.
Super user is offered only to someone who can manage user roles.

If no roles are available, the invitation cannot be sent.

Add a person

Select Add User in the top right. The Create User dialog opens.
Enter the person's Email. Each email can belong to only one account in Bulk.
Enter their Name (at least two characters).
Enter a Password. It must be at least 8 characters with an uppercase letter, a lowercase letter, and a number.
If your role can manage site access, tick the Entities the person should be able to open.
If your role can manage roles and view the role list, tick any extra Roles the person should have. You can select more than one.
Select Create User.

Bulk confirms with "User created" and the person appears in the table with Accepted in the Onboarding column. The password you set is temporary: the person must replace it the first time they sign in. Share the starter password through a secure channel. After replacing it, the welcome appears when they reach Home; selecting Done or Skip for now changes their badge to Onboarded. See Sign in to Bulk.

The Create User dialog with fields for email, name, and password, and checkbox lists for entities and extra roles. — Add a person with the Create User dialog: set an email, name, and starter password, and optionally pick their sites and extra roles.

Every directly created person receives the Operator baseline automatically, so Operator is not listed in this form. Entity admin and Super user are also excluded from the creation picker. Use Assign Roles after creation when the person needs a different complete role set.

Add several people at once

When you are onboarding a group, select Bulk Create instead. A short wizard walks you through three steps:

Add Users — paste rows from a spreadsheet or type one email per line. Two formats are accepted: an email followed by a tab and the person's name, or an email on its own (Bulk derives a name from the email).
Assign — choose any extra roles and site access to apply to everyone in the batch. Operator is added automatically.
Results — Bulk creates the accounts and shows which succeeded and which failed, so you can fix and retry only the problem rows.

You can create up to 100 people in a single batch.

Assign roles to a person

Roles decide what a person can do. To change someone's roles:

On their row, open the actions menu and select Assign Roles. The Assign Roles dialog opens.
Tick the roles the person should have and untick the ones they should not.
Select Save.

Bulk confirms with "Roles assigned". The set of roles you save replaces the person's previous roles — it is not added on top of them. A role that has been locked on the User roles screen cannot be assigned; if you try, Bulk reports that the role is locked.

Assign site access to a person

Assigning entities decides which sites a person can open from their Select an entity screen.

On their row, open the actions menu and select Assign Entities. The Assign Entities dialog opens.
Tick the sites the person should be able to open and untick the rest.
Select Save.

Bulk confirms with "Entities assigned". As with roles, the set you save replaces the person's previous site access. If you remove the site they currently have open, Bulk clears it and they will pick an available site next time they sign in.

Two ways a person gets site access

You can grant site access directly here with Assign Entities, or a person can ask for it themselves from a locked site tile — you then approve it on the Review access requests screen. Both routes end in the same place: the site becomes available on their Select an entity screen.

Reset a person's password

If someone is locked out, you can set a new password for them without knowing their old one:

On their row, open the actions menu and select Reset Password.
Enter and confirm a New Password that meets the strength rule.
Select Reset Password.

Bulk confirms with "Password reset". The person is asked to choose their own password the next time they sign in, so the value you set only needs to get them back in once.

Edit, deactivate, or reactivate a person

Open a person's actions menu to reach the rest of the controls:

Edit opens the Edit User dialog, where you can change the person's Name, Email, and Status (Active or Inactive).
Deactivate turns off an active account. The person can no longer sign in, and any sessions they have open are ended straight away. Deactivating does not delete the account or its history — you can bring it back at any time.
Activate turns a deactivated account back on so the person can sign in again.

A user row with its actions menu open, showing Edit, Assign Roles, Assign Entities, Reset Password, and Deactivate. — Each person's actions menu holds Edit, Assign Roles, Assign Entities, Reset Password, and Deactivate.

Two safeguards protect your organization from being locked out: the Deactivate item is disabled on your own row, and Bulk refuses an attempt to deactivate the organization owner.

Find people quickly

Above the table is a filter bar for narrowing a long list:

Search by name or email filters as you type.
Active / Inactive status tabs switch the list between people who can sign in and deactivated accounts. The list defaults to Active.
Role shows only people who hold a chosen role.
Entity shows only people assigned to a chosen site, or choose Unassigned to find people with no site access yet.

When nothing matches, the screen shows "No results found" with a prompt to adjust your search or filters. When your organization has no people at all, it shows "No users yet" with an Add User action.

Act on several people at once

If your role can assign roles or site access, tick the checkbox on each row you want to change (or the header checkbox to select the whole page). A bar appears at the bottom with the number selected and two actions: Assign Roles and Assign Entities. Applying either updates every selected person at once, up to 100 at a time. When a batch finishes, a results window lists each person as a success or a failure so you can see exactly who was updated.

Example: onboarding a shift at Granite Peak Manufacturing

Granite Peak Manufacturing is bringing three new operators onto the night shift at its Leeds Fabrication Plant. Dana Winters, the organization owner, handles it in a few minutes:

Dana opens Settings → Organization → Users and selects Bulk Create.
In Add Users, Dana pastes three rows copied from a spreadsheet — each an email and a name separated by a tab.
In Assign, Dana ticks the Leeds Fabrication Plant entity. Operator is added automatically, so it is not offered in the extra-role list.
Dana reviews the Results step: all three accounts are created.

A week later one operator, Marcus Bell, moves up to shift lead. Dana finds him with the Search by name or email box, opens his actions menu, selects Assign Roles, adds the Shift lead role alongside Operator, and selects Save. When another operator leaves the company, Dana opens their actions menu and selects Deactivate; their account and history stay on record, but they can no longer sign in.

Expected result

After each action, Bulk shows a short confirmation and updates the table. An invitation shows Invitation sent and adds an Invited row. New roles and site access take effect when the affected person's session next loads.

User and invitation changes are recorded in your organization's Activity logs.

Limitations and feature state

Managing users is generally available. Keep these behaviors in mind:

Assigning roles and site access needs extra permissions. Viewing, creating, editing, and resetting passwords are separate from Manage user roles and Manage entity user access. A role without those two permissions can add and edit people but cannot change their roles or which sites they can open.
People are deactivated, not deleted. There is no control on this screen to permanently remove a person; you deactivate the account instead, which keeps its history and can be reversed.
You cannot deactivate the owner or yourself. These safeguards keep at least one administrator able to sign in.
Assigning roles or entities replaces the previous set. Each dialog saves the full list you tick, rather than adding to what was there. Re-tick anything you want to keep.
Invitations expire after 7 days. Ask the administrator to send a new invitation if the original link expires. Pending rows have no resend or cancel action on this screen.
Invitation sending is rate-limited. An organization can send up to 10 invitations in a day. If Bulk says too many invitations have been sent, wait for the retry time shown in the message.
The Invite dialog does not assign sites. Grant site access with Assign Entities after the person accepts.
Locked roles cannot be assigned. A role that has been locked on the User roles screen is unavailable until it is unlocked.

Troubleshooting

You do not see Assign Roles or Assign Entities in a person's menu. Your role is missing Manage user roles (users.manage_roles) or Manage entity user access (entities.manage_users). Ask a Super user to add the permission to your role on the Manage roles and permissions screen, then reload the page.

"A user with this email already exists" when adding someone. That email is already used by an account in Bulk. Search the list for it — the person may already exist, possibly deactivated — or use a different email.

"User limit reached for your plan" when adding someone. Your organization has reached the number of users its plan allows. Deactivating people does not free a slot on its own; contact your account owner about your plan.

The Deactivate item is unavailable on your own row. You cannot deactivate the account you are currently using. Bulk also refuses any attempt to deactivate the organization owner.

The password is rejected. Passwords must be at least 8 characters and include an uppercase letter, a lowercase letter, and a number. Adjust the value and try again.

The Invite button is missing. Your role needs both Create users (users.create) and Create invitations (invitations.create) for the button to appear.

No roles appear in the Invite dialog. Bulk only shows roles you are allowed to give. Ask a Super user to review your access, or create the account directly with Add User.

"A pending invitation already exists for this email." The person already has an unused invitation. Ask them to use the most recent email. If it has expired, send a new invitation.

Manage roles and permissions — create roles and choose what each one can do.
Review access requests — approve people who ask for access to a site.
Manage entities — create and configure the sites you assign to people.
Activity logs — review a record of user, role, and access changes.
Select an entity — how a person chooses a site once you have granted access.
Create an account — what an invited person sees when they join.

Manage users

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