# User Management

## Purpose

User Management ensures that every person using Cloudscaff:

* Has the correct role and permissions
* Can only access the sites they work in
* Is traceable in logs, inventory transactions, and scaffold activities

***

## Accessing User Profiles

In the **side navigation**, click **Settings → User Profiles**

{% hint style="info" %}
[Click here to view how to access User Profiles](https://docs.cloudscaff.com/settings/accessing-settings)
{% endhint %}

## **Open User Profiles**

Click **User Profiles**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8m3uDf18tTBdrf54WzNC%2FScreenshot%202025-10-30%20at%2009.59.13.png?alt=media&#x26;token=c657e5b0-f376-411b-bd61-8d77e7a31555" alt="" width="563"><figcaption></figcaption></figure></div>

From here, you can view all users, edit their details, assign or adjust roles, and manage system permissions.

### User List Overview

The user list displays all **active users** in your organization.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGo7YiVNU3bk2lEn9RQoh%2FScreenshot%202025-10-30%20at%2010.25.52.png?alt=media&#x26;token=e08034e5-bd9a-46a8-b9c7-0b44b79e3a21" alt=""><figcaption></figcaption></figure></div>

Each row represents one user and includes the following fields:

<table><thead><tr><th width="125.63671875">Field</th><th>Description</th></tr></thead><tbody><tr><td><strong>Profile</strong></td><td>Displays the user’s profile picture or avatar.</td></tr><tr><td><strong>Title</strong></td><td>The user’s job title or function, e.g., <em>Supervisor</em>, <em>Foreman</em>, Inventory Admin, etc.</td></tr><tr><td><strong>Roles</strong></td><td>Defines the user’s assigned role in the system (e.g., <em>Super Admin</em>, <em>Manager</em>, <em>Viewer</em>). Roles determine what the user can access and modify.</td></tr><tr><td><strong>Name</strong></td><td>The user’s full name.</td></tr><tr><td><strong>Email</strong></td><td>The email address used to log in and receive notifications.</td></tr><tr><td><strong>Phone</strong></td><td>The user’s contact number (optional).</td></tr><tr><td><strong>Permissions</strong></td><td>Shows how many permissions or access points are currently active for that user.</td></tr></tbody></table>

***

## **Actions and Controls**

### **Active Users (x)**&#x20;

Displays how many users are currently active in the system.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGPvSySpAAALAspXCmtL7%2FScreenshot%202025-10-30%20at%2011.06.43.png?alt=media&#x26;token=79497bef-72f0-49f8-bbcd-460ffcb4dd81" alt="" width="175"><figcaption></figcaption></figure></div>

### **Search Bar**

Quickly find users by email, name, or title.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fca4YLO6KqYsvaTEBK7th%2FScreenshot%202025-10-30%20at%2011.07.20.png?alt=media&#x26;token=ea9cc8b7-f159-43ee-b128-40e34a3f5194" alt="" width="326"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to use the Search Bar](https://docs.cloudscaff.com/general-tools-and-features/search-and-filter-bar)
{% endhint %}

### **Editing Roles and Permissions**

Click **Edit Roles** in the top-right corner to manage system-wide user roles and permissions.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Ft749H8n9mkzr4N4xexhU%2FScreenshot%202025-10-30%20at%2011.09.01.png?alt=media&#x26;token=b7587454-9740-4282-9cc5-9b9c507c736a" alt="" width="171"><figcaption></figcaption></figure></div>

This area allows you to:

* Define access rules per role
* Adjust permissions (e.g., view, edit, create, delete)
* Apply consistent access structures across all teams

{% hint style="info" %}
[Click here to learn how to Edit Roles and Permissions](https://docs.cloudscaff.com/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

### **Adding a User**

Click the **➕** icon in the bottom-right corner to open the “**Add User**” form.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7q6wW4sVImz8ETqwPSXC%2FScreenshot%202025-10-30%20at%2011.10.42.png?alt=media&#x26;token=752afc96-bfc4-4b41-b5db-535205c5c82f" alt="" width="70"><figcaption></figcaption></figure></div>

You’ll be able to:

* Enter user details (name, email, phone, title)
* Assign a role
* Save to activate the user

{% hint style="info" %}
[Click here to learn how to Add User](https://docs.cloudscaff.com/settings/user-management/add-user)
{% endhint %}

{% hint style="warning" %}
**Important Note:**

If a user has already been added to one Cloudscaff account, you **cannot add them to another account using the same email address**.

Each email address is unique to a single Cloudscaff organization.

If you need that user to access multiple accounts, the correct process is to **add a new branch to their existing profile**.

This allows them to move seamlessly between branches under the same user identity — without creating duplicate accounts.

If you need assistance linking a user to another branch or resolving an email conflict, please contact our support team at **<support@cloudscaff.com>** for help.
{% endhint %}

***

### **SSO Invitations (Single Sign On)**

#### **Pending Invitations**

The **Pending Invitations** section lists users who have been invited to join your organization using **SSO (Single Sign-On)** but have **not yet completed their login**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpviJWG6xY1Tihw3fCYVl%2FScreenshot%202025-10-30%20at%2011.11.46.png?alt=media&#x26;token=0b61cefa-231f-4533-acc6-57f503a0bda8" alt="" width="375"><figcaption></figcaption></figure></div>

This list automatically appears when users are created via **SSO (Single Sign-On)** or manually invited through the system.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FedeBP6a39hN7ApJMSd78%2FArtboard%201.jpg?alt=media&#x26;token=2c1c6fbc-1015-49a7-bedb-a81546ac2b51" alt=""><figcaption></figcaption></figure></div>

Pending Invitations help administrators:

* Track all invited users who haven’t joined Cloudscaff yet.
* View when invitations were sent or resent.
* Manage and resend access links as needed.
* Maintain visibility over onboarding progress for large teams.

{% hint style="info" %}
[Click here to learn how to use SSO](https://docs.cloudscaff.com/settings/add-user#enable-sso-invitation)
{% endhint %}

***

## **Editing or Managing a User**

Click on a user’s row to open their **profile management** page.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQDJvz1ReyVDICswqC9vX%2FScreenshot%202025-10-30%20at%2011.46.41.png?alt=media&#x26;token=b4a2a539-af82-4f26-a156-a78a72e2a856" alt=""><figcaption></figcaption></figure></div>

From here, you can:

* Edit personal details (name, title, email, phone)
* Change role
* Adjust permissions
* Deactivate or remove the user

{% hint style="info" %}
[Click here to learn how to Edit User](https://docs.cloudscaff.com/settings/user-management/edit-user)
{% endhint %}

***

## **Example View**

<table><thead><tr><th width="109.453125">Profile</th><th width="109.390625">Title</th><th width="98.34765625">Role</th><th width="97.3984375">Name</th><th width="121.8046875">Email</th><th width="121.03125">Phone</th><th>Permissions</th></tr></thead><tbody><tr><td>🟡 User Image</td><td>Manager</td><td>Super Admin</td><td>Byron Wood</td><td>byron@cloudscaff.com</td><td>0824978074</td><td>127</td></tr></tbody></table>

This view shows one active user — the Super Admin — who has full system access (127 permissions enabled).

## **Best Practices**

* Assign roles carefully to maintain proper data security.
* Use role-based permissions instead of individual overrides whenever possible.
* Keep contact information up to date for notifications and accountability.
* Disable (not delete) users who leave your organization to preserve record history.

> **Tip:** A structured user setup ensures accountability across your entire organization. By ensuring every user invitation and onboarding action is visible and traceable, administrators can monitor who has access, and who is responsible for each account.
>
> Maintaining this visibility supports secure access control, audit readiness, and consistent user management across all sites and branches.