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 pick the right Role for each user.
NOTE: For adding and managing Service Providers and Service Provider Users (testers and their companies), see Adding & Managing Service Providers & 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, Last Login, and Allow Login Access.
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 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 | Yes | Admin, User, or Read Only. See the Access Levels section below. |
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 | Who It's For | Typical Access |
Admin | Program managers, IT, and other users who need to configure the system | Full access: manage users, configure org-level workflows, approve/deny testers, and everything Users and Read Only can do |
User | Day-to-day operators (inspectors, compliance staff) | Standard access: manage assemblies, locations, and contacts; accept/reject test reports and surveys; send communications; run reports |
Read Only | Auditors, consultants, and other users who need to view without changing anything | 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.
TIP: Start new users at the lowest role that meets their needs. User is the right default for most day-to-day staff. Reserve Admin for people who actually need to configure the system, and use Read Only for anyone who only needs visibility (for example, an outside auditor).
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 edit any user's details, role, or login access, and remove users from the organization. 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:
Org Info — edit your organization's name, address, and contact details
Settings & Rules — configure certification requirements, compliance rules, and auto-accept behavior for the organization
Staff Access Log — view a record of when SwiftComply staff accessed your organization's data
API Tokens — create and manage tokens for system integrations
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.
Update whatever fields need to change — including Role if the user's responsibilities have changed.
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
When someone leaves your organization (or you need to pause their access for any reason), turn off their ability to log in instead of deleting the user record. Keeping the record preserves the audit trail — who accepted which reports, who sent which communications — for historical reporting.
Open the user's profile from the Users page.
Click the edit icon.
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 the edit icon, turn the Allow Login Access toggle back on, and save.
Auto Accept Settings on a User Profile
Each user profile has an Auto Accept Settings section near the bottom. For authority users, this section shows whether the user's submissions would auto-accept by form type. The org-level Auto Accept behavior is configured separately under Settings and through your CSM — this section on the user profile reflects how the org-level rules apply to this specific user.
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, open their profile, re-save it to trigger another invitation, or contact SwiftComply Support if that still doesn't work.
Q: How do I reset another user's password?
A: Users reset their own passwords using the Forgot Password link on the login page. Authority users don't directly set other users' passwords — that's by design for security. If the user needs help, ask them to use the Forgot Password flow.
Q: What's the difference between turning off Allow Login Access and deleting a user?
A: Turning off Allow Login Access blocks login but preserves the user record and all historical actions attributed to that user (accepted reports, sent communications, etc.). Deletion is restricted to preserve the audit trail. Always use Allow Login Access for routine offboarding.
Q: Can I change a user's Role after they've been created?
A: Yes. Open their profile, click the edit icon, 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.