User management is a critical administrative function that allows you to control who has access to your business data and what level of permissions each team member receives.
This guide will walk you through the complete user lifecycle - from sending initial invitations to managing roles, permissions, and account maintenance. Whether you're onboarding new employees, adjusting access levels for existing team members, or removing users who no longer need access, you'll find step-by-step instructions for each process.
Prerequisites
Ensure you have the appropriate permissions in Unleashed to manage users. Account Owners have full user management capabilities, while other roles may have limited permissions based on the role hierarchy.
You'll need to be an Administrator in Access Evo to invite new and existing members to Unleashed.
Invite new Users
🤓 Tip: If the new user isn't a member of Access Evo organisation yet, skip to Step 2.
Step 1: Give existing Members access to Unleashed
Even if someone is already a Member in your Access Evo organisation, new Unleashed users must be specifically invited to Unleashed to gain access to the application. This ensures proper role assignment and security permissions within Unleashed.
In Access Evo, click the Members icon
in the top right corner.Click on the vertical three-dot icon on the member's tile.
Select Manager roles.
Under Products, find Unleashed.
Use the drop-down menu to select "User".
Click Save Changes.
For more details see Access Evo: Manage Member Roles.
Step 2: Invite the user to Unleashed.
In Access Evo, click the Access button in the top left, and go to Products > Unleashed.
From Unleashed's main menu, navigate to Settings > Security > Users.
Click the 'Invite a User' button in the top right corner.
Complete the required user details:
First Name
Last Name
Email Address: The email address must match the existing Access Member's email address.
Department
Role: The Role Permissions allocated to a user within Unleashed directly are not affected by the permissions set for the same user in Access Evo.
Click the green "Invite" button.
🤓 Tip: Check spam/junk folders if the invitation isn't received within 15 minutes.
User invitations will expire after 7 days, but can be re-sent within this time:
In Unleashed go to Settings > Security > Users.
Click Resend in the User Invitations list.
Step 3: User activation
When the invited user receives their invitation to Unleashed, they need to accept it to complete the invitation process:
The new user will receive an email with the subject 'Invitation to join...' from "[email protected]".
In the email, click the activation link, which is valid for 7 days.
Click "Accept Invite".
Click "Create Login".
Complete the Access Evo login:
If the user is not already a Member of the Access Evo organisation, they will be required to create a new password and verify their email address.
If the user is an Access Evo Member, they can log in with their existing Access Evo credentials.
After the user has accepted their invitation and set up their login, they'll have access to the account, and a tick icon will be displayed along their user row in the Users page's Approve column.
Once completed, the user automatically becomes a Member in your Access Evo organisation (if they aren't already) and gains User status in Unleashed. The User will not automatically be invited to the other Products of your Access Evo organisation, as they're managed independently.
Invite an existing Unleashed user
When you send an invitation to an email address that's already registered with another Access Evo organisation and Unleashed account, the system handles this automatically. The user won't receive a new invitation email, but they'll gain immediate access to your account. This seamless integration allows users to manage multiple accounts from a single login; see Access Unleashed with Access Evo.
Tips for user emails
Unique Email Requirements: Each user's email address must be unique across all active and existing users within your account. The system will not allow duplicate email addresses to prevent access conflicts.
Spam Prevention: Ensure that Unleashed and Access communications are not filtered as spam in your organization's email settings. The invitation email contains a secure link to the password creation, and aggressive spam filters may incorrectly categorize these legitimate system emails.
Manage Users
Once users have been successfully invited to your account, you have tools available to manage their information, permissions, and access levels. The Users page serves as your central hub for all ongoing user administration tasks.
While most user information can be modified after account creation, including names, roles, and access permissions, there's one important restriction to keep in mind: email addresses cannot be changed once a user account is established. For a user to log in with a new email address, the existing user must be deleted and reinvited with their new email address.
Update a user
To update a user's Name:
Go to Settings > Security > Users.
Click on the user's current Full Name.
Edit the field, making sure to enter at least a first and last name.
Click away from the Full Name field.
The user will be updated immediately.
To update a user's Department:
Go to Settings > Security > Users.
Click on the user's current Department field.
Use the dropdown menu to select their new department:
Executive
Finance
HR
IT
Logistics
Marketing
Operations
Procurement
Production
R&D
Sales
Supply Chain
Click away from the Department field.
The user will be updated immediately.
To update a user's Role, which determines the user's permissions for your account:
Go to Settings > Security > Users.
Click on the user's current Role field.
Use the dropdown menu to select their new role:
Superuser
Custom Roles
Click away from the Role field.
🤓 Tip: The user's role will update immediately, but we recommend they log out and clear their browser's cache and cookies to ensure the update applies successfully from then on.
Manage a user's access
Beyond basic account access, the Customer Success Plan (CSP) your account is subscribed to determines the additional support services and training resources that can be selectively enabled for individual users. This allows you to customize each user's experience based on the role and responsibilities within your organization.
Support
Your ability to enable support access for users depends on your CSP. Some plans include support for more users than others, and the types of support available (such as phone support) will vary based on your subscription level.
To manage a user's support eligibility:
Go to Settings > Security > Users.
Locate the user's row.
In the Support column, tick or untick the available checkbox.
University
For organisations with Standard or Premier CSP subscriptions, a limited number of users can be provided access to University training materials. The University offers self-led, curated courses to help users become experts at using Unleashed. Offering both in-depth and crash courses to help users get started and ensure your team stays current with new features and best practices.
To grant a user access to the University:
Go to Settings > Security > Users.
Locate the user's row.
In the University column, tick or untick the available checkbox.
For more details, see Unleashed University.
User activity
The Default Warehouse column in the Users page displays the name of the warehouse that has been selected as the user's main warehouse. When the user creates new transactions, their default warehouse will automatically populate, but they will be able to update it as appropriate per transaction. To update a user's default warehouse, go to Settings > System > Warehouses.
The Last Login column in the Users page provides valuable visibility into user engagement. This field displays the date and local time when each user most recently accessed their account using their credentials. This information can help you identify inactive accounts or verify that users are successfully accessing the system after invitation.
Delete Users
When team members leave your organisation or no longer require access, you can remove them from Unleashed while preserving all historical data.
To delete a user from Unleashed:
Go to Settings > Security > Users.
Locate the user's row.
Hover over the action cog icon.
Select Delete User.
Important: User deletion is restricted to specific permission levels to maintain account security:
Account Owners can delete any user except their own account.
Superusers can only delete users they originally invited. Superusers cannot delete the Account Owner or users invited by others. If you encounter issues deleting a user, verify your role and permissions or contact the Account Owner for assistance.
When you delete a user, only their access to Unleashed is removed, and the associated license becomes available for reassignment, ensuring that resources are utilised effectively. All transactions, modifications, and other changes the deleted user previously made to your data will remain completely intact and unaffected. This ensures business continuity and maintains complete audit trails for compliance and historical reference.
If the deleted user was also configured as a Store Administrator for your B2B store, removing them from your account will automatically revoke their B2B store access as well, ensuring consistent permissions across all integrated systems.
Deleting a user from Unleashed does not remove them as a member from the Access Evo organisation.
Frequently asked questions
Why can’t I delete certain users as a Superuser?
Why can’t I delete certain users as a Superuser?
Superusers can only delete users they originally invited. They cannot delete the Account Owner or users invited by others. In such cases, contact the Account Owner for assistance.
Why can’t I see the Action Cog to manage users?
Why can’t I see the Action Cog to manage users?
Ensure you are logged in with the correct account that has the necessary permissions: Account Owner or Superuser. If the issue persists, clear your browsers cache and cookies, log out and log back in.