Setting Up a User

Invite a new team member to your UMS organisation, assign their role and permissions, and manage existing users from the Settings area.

This guide walks you through inviting a new user to your UMS organisation and assigning their access. Inviting and managing users requires administrator permissions — if the Users tab is greyed out, contact your organisation administrator.

Open user management

User management lives on the Users tab of the Settings area.

1. Open Settings

   Click your avatar in the top-right corner and select Settings.

2. Open the Users tab

   Select the Users tab.

   

The Users tab shows three summary cards — Total Users, Active Users, and Pending Invitations — above a table of everyone in your organisation, with their role, status, and last login.

Invite a new user

1. Start an invitation

   Click Invite User in the top-right of the Users card. This opens the Invite New User wizard.

2. Enter user details

   On the User Details step, enter the new user’s First Name, Last Name, Email Address, and Phone Number. The invitation is sent to the email address you enter here.

   

   Phone numbers use Australian format — 04XX XXX XXX or +614XX XXX XXX.

3. Choose a role

   Click Next to move to Role & Permissions, then select a Role. Permissions are assigned automatically based on the role, and the matrix below the dropdown previews exactly what the role can create, read, update, and delete across each application.

   
4. Review and send

   Click Next to reach Review & Send. Check the summary, then click Finish to send the invitation. The new user receives an email to complete their registration and set a password.

User roles

The role you choose controls what the user can access. UMS provides the following roles:

Role	Typical use
Organisation Admin	Full administrative access, including user management
Account Manager	Manage accounts, sites, connections, and agreements
Account User	Day-to-day work within assigned accounts
Account Viewer	Read-only access to assigned accounts
Account Operations User	Operational tasks such as invoice processing
Brokerage Operations User	Brokerage records and calculations
Portal Admin / Portal User	Access to a white-label portal account

For the Portal Admin, Portal User, Account User, and Account Viewer roles, the wizard also asks you to select a Portal Account so the user is scoped to the right account.

Manage existing users

Each row in the users table has actions for managing that user:

• Edit user — Update their name, role, Active status, and which accounts they can access (on the Account Access tab).
• Resend invitation — Re-send the registration email to a user whose invitation is still pending.
• Deactivate user — Revoke access immediately without deleting the account. Use Reactivate user to restore it.
• Delete user — Permanently remove the user. This cannot be undone.

A user with a pending invitation shows a Pending Invitation status until they complete registration, after which they appear as Active.