Users
Who can sign in, what they can do, and which clients they can see. Select Users in the sidebar: the Users tab lists the people and the Groups tab the groups, because role and client access are one model.
Who Can See It
Section titled “Who Can See It”Administrator only.
| Column | What it shows |
|---|---|
| Name | The person. A Microsoft icon marks an account that signs in through Microsoft |
| How they sign in | |
| Status | Invited until they set a password from their invitation, then Enabled. Locked for 15 minutes after five wrong passwords in a row; the badge clears by itself when the 15 minutes pass, without reloading the page. Suspended when an administrator has halted their access, Disabled when the directory has removed or disabled them |
| Roles | What they may do, as given to the person directly |
| Groups | The groups they belong to, two at a time with +N for the rest; hover or focus it for their names |
| Last Login | When they were last here, as a relative time such as “3 hours ago”. Past 30 days it reads as a short date such as “Mar 5”. Hover it for the full timestamp |
Groups
Section titled “Groups”| Column | What it shows |
|---|---|
| Name | The group |
| Description | What it is for |
| Roles | The roles it confers |
| Clients | The clients its members can reach, or All N clients when it reaches every client. A dash when it reaches none |
| Members | How many people are in it |
A group bundles roles and clients for a team, so a new joiner inherits them rather than being configured by hand. Someone in a group holds their own roles and clients plus the group’s.
A new installation starts with three groups: Administrators (Administrator), Managers (Manager) and Billers (User). They have no members and no clients, and you can rename, change or delete them like any other group.
Case does not tell two emails or two group names apart. A user whose email differs from an existing one only in capitals is refused as a duplicate, and so is a group named “billing team” beside “Billing Team”. A user signs in with their email in any case.
Role and Client Are Separate
Section titled “Role and Client Are Separate”A role says what someone may do; a client grant says where. Holding the User role with no client grant reaches nothing, and the account looks correctly set up while doing so. Both are needed.
Actions
Section titled “Actions”| Action | What it does | When it is offered |
|---|---|---|
| Invite User | Sends an invitation to a new user | Always, on the Users tab |
| Create | Makes a group | Always, on the Groups tab |
| Resend Invitation | Sends a fresh invitation email | From the row menu, while a user is Invited |
| Edit | Changes a user’s name and email, suspends or restores them, or revokes their session; changes a group’s name and description | From the row menu, or by selecting the row. Only a Superadmin can change an Administrator’s email, so for anyone else the field is locked, with the reason on hover. On a Superadmin’s row, Edit, Roles, Groups, Resend Invitation, Unlock and Delete are greyed for anyone but a Superadmin, with “Only a Superadmin can change a Superadmin’s account.”, and selecting the row does not open it |
| Unlock | Lets a Locked user sign in again straight away, instead of waiting out the 15 minutes | From the row menu, and as Unlock Account in the Edit dialog, which also says when the lock would end. Only while the user is locked, for administrators |
| Roles | Changes the roles a user or group holds. Each role is a switch; the change lands only on Save | From the row menu; not on your own account. Only a Superadmin can grant or remove Administrator, so for anyone else that switch is locked, with the reason on hover. A group you belong to shows its roles read-only, with “You can’t change the roles of a group you belong to.” |
| Groups | Changes which groups a user is in. Groups you add read Adding and removed ones Removing, each with Undo, until you Save | From a user’s row menu; not on your own account. Groups that hold Administrator are offered only to a Superadmin |
| Add to Group… | Adds every selected user to one group at once. Each person reads Adding, Already a Member or Can’t Add with the reason, and only the first are added | Select users with the checkboxes; the action appears in the bar at the bottom. Changing the search clears the selection and says so |
| Users | Changes who is in a group. Added people read Adding and removed ones Removing, each with Undo, until you Save | From a group’s row menu. On a group that holds Administrator, only a Superadmin can change it; anyone else sees the list read-only, with the reason. You can’t add or remove yourself, and only a Superadmin can add or remove a Superadmin; those people are locked, with the reason on hover |
| Clients | Opens Group Clients, the clients the group’s members can open. Add Client adds one and Remove takes one off, until you Save | From a group’s row menu. On a group that holds Administrator, read-only for anyone but a Superadmin |
| View History | Shows every change made to the account or group | From the row menu, for administrators |
| User Activity | Shows what the user has done in ClaimPod | From a user’s row menu, for administrators |
| Delete | Removes the account or group. A deleted user’s name, email and sign-in are removed for good; their past work stays on the records, shown as a deleted user, and the email can be used for a new account. Deleting a group removes its memberships, roles and client access, so members lose any role or client they held only through it | From the row menu. Missing on an account that signs in through Microsoft. On a group that holds Administrator, greyed for anyone but a Superadmin, with the reason on hover |
If someone else changed the user after you opened Edit or Roles, the save is refused with Reload. In Edit, Reload refills the form; in Roles, it closes the dialog and refreshes the list, so you open it again on the current roles. See A Save Was Refused. A suspend or restore that fails for another reason reads “Couldn’t suspend user” or “Couldn’t restore access”.
States
Section titled “States”- Empty - the list reads No users found. or No groups found., and Invite User or Create stays in the header.
- We couldn’t load users. on Users, and We couldn’t load groups. on Groups, when the list cannot be fetched. That is different from an empty list: the accounts and groups still exist, nobody has lost access or roles, and the rows did not arrive. Retry asks for them again.
- The two tabs load separately, so one can fail while the other is fine. A failure on one says nothing about the other.
Related: Add a User and Grant Access · Roles and Access · I Cannot See Something