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.
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, user type, etc.).
Click Send Invitation Email.
The new user receives an invitation email with a link to set up their own username and password.
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. Used when a user should only see a geographic area or subset of sites.
View Only User: read-only access. Cannot create or edit anything.
Editing a user
From the user list, click the user you want to edit.
Update the fields as needed:
Name and email.
User type.
Status: Active or Inactive. This option is only available when editing an existing user, not during creation.
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
There are two ways to reset a user's password.
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.
Manually change the password from the user's profile
From the All Users list, click into the user's profile.
Use the Change Password option in the profile to set a new password directly.
Save the change.
This is useful when an admin needs to set a temporary password and share it with the user out of band.
Deactivating a user
Open the user's profile.
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. If you need to set a password manually after the user has registered, use the Change Password option in their profile.
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 have read access to everything but cannot create or edit anything.