Managing Users

The Users page lets you add team members to your EventWorks account, control their access through roles, assign them to teams, and manage their accounts over time — including deactivating users who have left and merging duplicate accounts.

Getting There

Click Users in the main sidebar navigation. This takes you to the user list at the top level, outside of the Settings area.

Overview

The Users page shows all team members on your account in a table, including their name, email, team(s), and active/inactive status. From here you can create new users, view user profiles, edit details, and manage access.

Key Concepts

Active vs Inactive users — Users can be deactivated rather than deleted. Deactivated users cannot log in but their historical activity (events managed, tasks completed, notes created) is preserved. This is useful when someone leaves your team. Teams — Users can belong to one or more teams. Teams support a hierarchy (parent and child teams), and a user's accessible data can be scoped to their team(s) and any sub-teams beneath them. Each user can have a default team. Roles and abilities — Each user can be assigned roles (bundles of permissions) and individual abilities (specific permissions). These control what features the user can access. See Roles and Permissions for details. Notification subscriptions — Each user can be subscribed to different notification types, controlling which system notifications they receive.

How To...

Add a New User

On the Users page, click Create.
Fill in the user's details:

- First Name and Last Name (required) - Email (required — must be unique across your account) - Password and Confirm Password — set an initial password for the user - Title — their job title or role description - Phone and Mobile numbers - Profile Image — click the image picker to select or upload a photo from the media library - Description — a bio or notes about this team member

Under Roles, tick the roles you want to assign. Under Abilities, tick any individual permissions.
Under Notifications, select which notification types this user should receive.
The Send email invitation checkbox is ticked by default. Leave it ticked to send the new user an email with login instructions, or untick it if you'll share their credentials manually.
Click Save.

Tip: If you've already set up roles with the right permissions, assigning a role is the quickest way to give a new user the access they need. You can always fine-tune with individual abilities later.

Edit a User

On the Users page, click a user's name to view their profile.
Click Edit.
Update any fields as needed. Leave the password fields blank to keep the current password.
Click Save.

Deactivate a User

Deactivating a user prevents them from logging in while keeping all their historical data intact.

On the Users page, click a user's name to view their profile.
Click Deactivate (or use the status toggle).
Confirm the action in the dialog that appears.

The user will appear with an Inactive badge in the user list. They will not be able to log in until reactivated.

Reactivate a User

Find the deactivated user in the user list (they'll show an Inactive badge).
Click their name to view their profile.
Click Activate to restore their access.

Merge Duplicate Users

If the same person has two user accounts, you can merge them into one. All associated data (events, tasks, notes, activities, reports) from the source user is transferred to the target user, and the source account is deleted.

On the user's profile page, click Merge.
In the modal that appears, select the user to merge data into (the one you want to keep).
Confirm the merge.

Warning: Merging is permanent and cannot be undone. Double-check you're merging the right accounts before confirming.

Delete a User

On the user's profile page, click Delete.
Confirm the deletion.

Warning: Deleting a user removes their account entirely. Consider deactivating instead if you want to preserve their historical data. If the user has data you want to keep, merge their account with another user first.

Settings & Configuration

User management interacts with several other settings:

Roles and Abilities — control what each user can do. See Roles and Permissions.
Team isolation — if enabled in Event Settings, users only see events and accounts belonging to their assigned teams.
Billing — active, non-free users count towards your subscription. Deactivated users and users marked as "free" are excluded from billing.

Tips & Best Practices

Tip: Deactivate users who have left your organisation rather than deleting them. This preserves the audit trail of their activities and keeps event history accurate.

Tip: Use the Send email invitation option when creating users so they can set their own password securely.

Frequently Asked Questions

Q: Can a user belong to multiple teams?

Yes — users can be assigned to multiple teams and will have access to data across all of their teams (and any sub-teams, depending on your team isolation settings).

Q: What happens to a deactivated user's events and tasks?

Nothing — all their data remains in place. Events they manage, tasks assigned to them, and notes they created are all preserved. The only change is that they can no longer log in.

Q: Who can create and manage users?

Users with the create-users ability can add new users. Managing roles and abilities on users requires the assign-permissions ability. Access to the Users page itself requires appropriate permissions.

Q: Does deactivating a user free up a seat on my subscription?

Yes — deactivated users are excluded from your billable user count.