Overview
An administrator adds new users to your SwiftComply Stormwater account. New users receive an invitation email to set up their own username and password. This article covers how to add, edit, and manage user accounts.
Before you begin
You are logged in as an Administrator.
You have the email address of each team member you want to invite.
Accessing user management
Click the Settings (gear icon) in the upper right corner of the page.
Click All Users.
You'll see a list of every user on the account along with their name, email, status, permission, and phone.
đĄ Users who haven't accepted their invitation yet show Pending in the username column. You can resend their invite from the same list (see below).
Adding a new user
Click Add User at the bottom of the page.
Fill in the required details (name, email, Access Level, etc.).
Click Send Invitation Email.
The new user receives an invitation email with a link to set up their own username and password.
đĄ The new user sets their own username and password via the invitation email. You don't enter these when creating the account, and the user is automatically active after registering.
Access Level (User types)
When creating or editing a user, select one of these types:
Administrator: full access to all data plus admin settings (user management, compliance statuses, tags, equipment, etc.).
Global User: can view, create, and edit all sites and records. Cannot access admin settings.
Restricted User: access is limited to sites with specific tags.
Restrict to View Only: not a separate type but a checkbox available for a Global User or Restricted User. The user can view data but cannot create, modify, or delete anything. A Restricted User with this checked sees only sites matching their tags. View Only users do not count against the user limit.
Editing a user
From the user list, open the user's Actions dropdown and select Edit (or click the user, then click Edit User).
Update the fields as needed:
Name and email.
Access Level.
Status: Active or Inactive. This option is only available when editing an existing user, not during creation. A user who hasn't accepted their invitation shows Invited here until they register.
Site tag restrictions (for Restricted Users).
Click Save.
Resending an invitation
Users who haven't accepted their invitation yet show Pending in the username column on the user list. To resend their invite:
From the All Users list, find the user with Pending in the username column.
Open the Actions dropdown for that user.
Select Resend Invite.
A new invitation email is sent to the user's email address.
Resetting a password
Administrators reset a user's password by sending a reset link.
Send a reset link from the user list
From the All Users list, find the user.
Open the Actions dropdown for that user.
Select Reset Password.
The system sends a password reset link to the user's email so they can set a new password themselves.
Changing your own password
Each user can change their own password: go to Settings > My Profile, click Edit User, then click Change Password, enter New Password and Confirm New Password, and click Save.
Deactivating a user
From the All Users list, open the user's Actions dropdown and select Edit.
Change Status to Inactive.
Click Save.
Inactive users cannot log in. Their historical data (reports, deficiency logs, comments) is preserved and remains visible to other users.
Notifications for users
Each user manages their own notification preferences from Settings > Manage Notifications. Administrators cannot set preferences on behalf of other users. See Setting Up Notifications and Email Templates for how users configure their own notifications.
FAQ
Q: Can I set a user's initial password when creating them?
A: No. New users set their own username and password via the invitation email link. After the user has registered, you can send them a password reset link with Reset Password in their Actions dropdown.
Q: Why doesn't the new user creation form show a Status field?
A: Status (Active/Inactive) only applies to existing users. A newly created user is automatically active. You can change status by editing the user later.
Q: Where do I find users who haven't accepted their invite yet?
A: On the All Users list, look for Pending in the username column. From the user's Actions dropdown you can resend the invitation email.
Q: Can I configure notifications for another user?
A: No. Each user controls their own notification preferences from Manage Notifications. You can't manage notification settings on behalf of another user.
Q: What's the difference between Restricted and View Only?
A: Restricted Users can view AND edit records, but only for sites matching their assigned tags. View Only Users can view but cannot create or edit anything; a Global User set to View Only can view all sites, and a Restricted User set to View Only can view only sites matching their tags.