Who this article is for: Authority Users
Overview
Authority users are members of your organization (the water utility, municipality, or regulatory agency) who log in to SwiftComply to manage assemblies, locations, test reports, and communications. This article walks through the Users page, how to add a new authority user, how to edit an existing one, how to block a user from logging in, and how to set each user's Role.
NOTE: For adding and managing Service Providers and Service Provider Users (testers and their companies), see Adding & Managing Service Provider Companies and Managing Service Provider Users. For approving and reviewing testers who submit to your organization, see Managing Tester Certifications (Authority).
Opening the Users Page
Click Users in the left navigation.
The page shows every user in your organization with the default columns: Email, Name, Job Title, Phone, Allow Login Access, and Role.
In the top right, the Add User button opens the New User form.
The toolbar above the table supports search, saved filters, advanced filters, column configuration, and CSV export — the same way as other tables in SwiftComply. See Searching, Filtering, & Exporting Data for the cross-table reference.
Adding a New Authority User
Click Add User in the top right of the Users page.
The Add New User form opens as a full page.
Fill in the form:
Field | Required | Description |
First Name | Yes | The user's first name |
Last Name | Yes | The user's last name |
Yes | The email address the user will log in with; also where the setup invitation is sent | |
Phone | No | The user's work phone number |
Job Title | No | The user's job title |
Allow Login Access | — | A toggle, on by default. Leave it on so the user can sign in. |
Role | — | Admin, User, or Read Only. Defaults to Admin. See the Access Levels section below. |
4. Click Save, Save and Close, or Save and Add Another User depending on your next action.
TIP: Use an email address the user actively monitors — the invitation link is how they access the account for the first time.
Access Levels (Role)
Every authority user has a Role that controls what they can see and do in SwiftComply. Three roles are available:
Role | Typical Access |
Admin | Full access: manage users, view organization Settings, approve/deny testers, and everything Users and Read Only can do |
User | Standard access: manage assemblies, locations, and contacts; accept/reject test reports and surveys; send communications; run reports |
Read Only | View-only access to records and reports; cannot edit, accept, reject, or send anything |
You pick the Role when you create the user, and you can change it later by editing the user's profile. There's one Role per user — a user is either an Admin, a User, or Read Only, not a combination.
What Admins Can Do That Users Can't
The table above covers access at a glance. Here's the specific breakdown of features available to Admin users only.
Notes and attachments
On any assembly record, Admins can do things regular Users cannot:
Pin or unpin notes — pin a note to the top of the Notes tab so it's always visible first. The pin option doesn't appear for User or Read Only roles.
Edit or delete any note — Admins can modify or remove notes created by any user. Users can only edit or delete notes they created.
Edit or delete any attachment — Admins can update attachment details or remove files uploaded by any user. Users can only modify attachments they uploaded.
User management
Only Admins see the Add User button on the Users page. Admins can also change another user's role, login access, and Auto Accept Settings, and remove users from the organization. The Edit and Delete buttons don't appear on your own profile. Users and Read Only users can view the Users page but cannot add, edit, or delete other users.
Organization Settings
Only Admins see Settings in the left navigation. From Settings, Admins can:
Organization Info — view your organization's name and address
Compliance Reports Settings and Rules — view certification requirements, compliance rules, and auto-accept behavior for the organization
SwiftComply Staff Access Log — view a record of when SwiftComply staff accessed your organization's data
API Tokens — create and manage tokens for system integrations (shown only when API tokens are turned on for your organization)
Editing a User
From the Users page, find the user — use the search field or scroll the list.
Click the user's row to open their full profile page.
Click Edit in the top right of the profile page.
Change the Role, the Allow Login Access toggle, or the Auto Accept Settings. First Name, Last Name, Email, Phone, and Job Title are shown but grayed out.
Save.
NOTE: A user's email is their login identifier. If an email needs to be updated, reach out to the SwiftComply team at help@swiftcomply.com — changing it will change how they log in going forward.
Blocking a User from Logging In
Turning off a user's login access stops them from signing in. Their user record stays, and their past actions — who accepted which reports, who sent which communications — remain attributed to them.
Open the user's profile from the Users page.
Click Edit.
Turn off the Allow Login Access toggle.
Save.
The user can no longer log in. Their historical actions remain attributed to them.
To restore access later, open their profile, click Edit, turn the Allow Login Access toggle back on, and save.
Auto Accept Settings on a User Profile
When your organization has Auto Accept turned on for at least one form type, each user profile has an Auto Accept Settings section. It lists the user's own setting for each form type (Enabled or Disabled), or shows "No auto-accept settings configured." An Admin can add, change, or remove these settings when editing the user, using the Form Type and Status fields and Add. Your organization's Auto Accept configuration is shown under Settings, and changes to it go through your CSM.
For the full picture of how Auto Accept works, see Auto Accept Overview.
FAQ
Q: Can I add a user without an email address?
A: No. Email is required — it's both the user's login identifier and where the activation invitation is sent.
Q: The new user didn't receive the invitation email. What do I do?
A: Ask them to check spam folders first. If it's not there, contact SwiftComply Support.
Q: How do I reset another user's password?
A: Users reset their own passwords using the Forgot your password? link on the login page. Authority users don't set other users' passwords.
Q: What's the difference between turning off Allow Login Access and deleting a user?
A: Turning off Allow Login Access blocks login; the user stays in your organization with their role, and their historical actions (accepted reports, sent communications, etc.) stay attributed to them. Delete, on the user's profile, removes the user from your organization by removing their role. Only Admins see Delete, and not on their own profile.
Q: Can I change a user's Role after they've been created?
A: Yes. Open their profile, click Edit, change the Role dropdown, and save. The change takes effect immediately the next time they reload the app.
Q: Can a user have different permissions in different parts of the app?
A: No. The Role is global across the app — an Admin is an Admin everywhere, a Read Only user is Read Only everywhere. For special cases, contact your CSM.
Q: I don't see a Settings section in the navigation. Is that normal?
A: Yes — Settings is only visible to Admins. If you need access to org configuration, ask an Admin in your organization to update your role.
Q: Why can't I edit or delete a note or attachment I didn't create?
A: Editing and deleting other users' notes and attachments is an Admin-only action. If you need a note or file removed, ask an Admin in your organization.