Users and roles
Add people to your company, give each the role that matches their job, change roles, and deactivate leavers — and how company roles relate to project teams.
Everyone after the first person is added by a Company Admin. There is no invitation email: you set a starting password and hand it over.
📷 Screenshot spot — Users & roles with the KPI strip (People, Company admins, Never signed in), the people table and the Add a person form open
Save as static/img/screenshots/admin-users-roles.png and replace this box with 
Add a person
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Go to Administration › Users & Roles.
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Click Add person.
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Fill in the form:
Field Notes Full name Required. Email Required. Their login — it cannot be changed later. Role Decides every permission they hold. The role's one-line summary shows under the form. Password At least 8 characters. You hand it over. Designation Their job title, for example "Site Engineer". Shown to colleagues. Employee code, Phone Optional. -
Click Create person.
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Give the person their email and password, and ask them to change the password — see Personal settings.
The account is ready at once; there is no email code to verify. They can turn on two-step verification after their first sign-in.
Give every person their own account. One shared login means the second sign-in throws the first person out, and every record carries one name — so the audit trail cannot say who approved what.
Read the people list
The strip at the top shows People, Company admins (amber with only one — a lockout risk when there is one) and Never signed in (people handed a password who have not used it).
The table lists Name, Email, Role, Designation, Last signed in and Status. Use All roles to filter by role, and Active only / All to include people you have deactivated. What each role may do at the bottom summarises the nine roles; the full detail is in Roles and permissions.
Change a role
Roles are changed from your Settings page, not from Users & Roles.
- Open Settings (account menu, or Administration › Settings).
- In the People panel, pick the new role in the person's Role drop-down. It saves at once.
The change applies to the person's next action, and their screens catch up within about half a minute. The note under the panel says the person is signed out; in practice they stay signed in with the new permissions.
The QA/QC role is not offered in this drop-down, and a QA/QC Engineer's role shows as text there. To make someone QA/QC, add them as QA/QC from Add person on Users & Roles. To move a QA/QC Engineer to another role, email support@zaptiz.com.
Deactivate a leaver
- In Users & Roles, find the person.
- Click Deactivate.
They are signed out on their next click, and trying to sign in again shows This account is deactivated. Ask your administrator to restore it. Their records — DPRs, approvals, bills — stay, with their name on them. To bring them back, switch the list to All and click Reactivate.
You cannot deactivate yourself from this page; ask another Company Admin.
The last active Company Admin cannot be deactivated or moved to another role, whoever tries. Promote a second person to Company Admin first; then either can be changed.
Things the app cannot do yet
| Task | What to do instead |
|---|---|
| Send an invitation email | Set a password and hand it over. |
| Reset another person's password | Ask them to use Forgot password? on the sign-in page — the link goes to their inbox. |
| Edit a person's name, designation or phone | Email support@zaptiz.com. |
| Change a person's email | Not possible. Deactivate the old account and add a new one. |
| Turn off someone's two-step verification | Email support@zaptiz.com. |
Company role versus project team
A role says what a person may do anywhere. It does not give access to any project. Apart from Company Admins, people see only the projects whose team they are on.
After adding someone, open each project they work on › Team and add them, with:
- their Role on this project,
- Sees financials on this project if they should see its contract value, budget and margin,
- ticks for approving indents, approving DPRs and certifying bills, as their job needs.
See Project team. Removing someone from a team needs a reason, which is kept.
Messages you may see
| Message | What to do |
|---|---|
| … already has an account. | That email is in use — perhaps in another company. Use a different address. |
| This is the company's last active administrator. Promote somebody else to company admin first, then change this one… | Make a second Company Admin, then retry. |
| password: String should have at least 8 characters | The starting password is too short. |
Related
- Roles and permissions — what each role can create, approve and see.
- Project team — give people access to a project.
- Administration — the rest of the admin setup.