Users

Settings > Users (in the People and access group) lists everyone who can sign in to Tenvara: their role, which customers they work with and how they sign in. Only administrators can open it.

Seats and invitations#

The card at the top shows Seats used against your licence, Invitations waiting and what each person is Counted as. Every active member of staff counts as a full seat, whatever their role. An invitation that has not been accepted yet uses no seat, and turning someone off frees theirs.

Reading the list#

Columns adds Two-factor, Status and Last sign-in. Filter with the box (press / to jump to it) or by Role, Customers, Sign-in method, Two-factor and Status. Views saves a filter you use often, Export downloads the list and the printer button prints it. Tick rows to turn several people off, change their role or resend invitations at once.

Tip: Filter Two-factor to Off and Status to active people to see who still needs to turn two-factor on.

Invite people#

Inviting is the easiest way to add staff: they choose their own password, or sign in with single sign-on, from a welcome email.

1. Press Invite people.
2. Paste one or many Email addresses, one per line or separated by commas.
3. Optionally add a Name. They can change it when they accept.
4. Choose a Role, and optionally Teams and Customers.
5. Press Send invitation.

Each link works once, for 7 days. Invitations show as Invited in the list until accepted, and can be resent or cancelled. More in Teams, invitations and handover.

Add a user directly#

1. Press Add user.
2. Enter their Name and Email. The email is their sign-in name.
3. Choose a Role. Each role says in a line what it is for; see Roles and permissions.
4. Set a Password of at least 12 characters, or leave it blank if they sign in with single sign-on or you want them to choose their own.
5. Under Module access, change anything this person needs differently from their role. Usually you leave this alone.
6. Press Add user.

If you left the password blank and they will not use single sign-on, open the row's menu and choose Send password reset. An account with no password gets a "set your password" email instead of a reset.

Note: With single sign-on and Create accounts on first sign-in turned on, you do not need to add people at all: they get an account the first time they sign in, with the role your rules give them. See Single sign-on.

The row menu#

Press the ... button at the end of a row:

Someone who is already turned off has Turn back on and Hand over their work instead.

When someone leaves, use Turn off and hand over: their tickets, projects, quotes, bookings and approvals go to the right people, and their time, messages and activity keep their name. You can turn them back on later.

Edit a user#

Click a row to open it. You can change their Name, Email, Mobile (used for paging texts and calls when they have not set their own), Role, set a New password (leave it blank to keep the current one), and turn Active off or on. Turning Active off signs them out everywhere and stops them signing in. Under Customers you can limit this one person to some customers, for a subcontractor, an apprentice or someone dedicated to one client.

Some changes are refused to keep you safe: you cannot remove your own administrator role or turn off your own account, and Tenvara refuses any change that would leave no active administrator able to sign in with a password. Only an Owner can change an Owner (their role, email, password, two-factor or passkeys, or turning them off), only an Owner can make someone an Owner, and the last active Owner can never be demoted, turned off or deleted. See What each role switch controls.

Per-person exceptions#

A person's role decides what they can do in each module. When one person needs something different, set it under Module access in their user:

1. Open the user.
2. Find the module, for example Tickets. Each says what the role gives, such as "Manage, from their role".
3. Pick None, View or Manage instead of Role.
4. Press Save changes.

Clear 1 exception (or however many there are) puts everything back to their role. Administrators can see and change everything, so there is nothing to set for them. Changes apply the next time the person's session refreshes, within a few minutes. To change what a whole role can do, use Roles and permissions instead.

Break-glass administrators#

A break-glass administrator keeps password sign-in even where single sign-on is required, so a problem at your identity provider never locks everyone out of Settings.

1. Open an administrator.
2. Turn on Break-glass administrator.
3. Press Save changes.

A break-glass sign-in always needs two-factor, whatever your two-factor policy. If they have not set it up, they set it up at that sign-in. Keep one or two. Only administrators can be marked; the mark goes if they stop being an administrator. See Passwords and two-factor.

Resetting someone's two-factor or passkeys#

When someone loses their phone and has no recovery codes left, an administrator can reset their two-factor from their user in Settings > Users. They set it up again at their next sign-in (straight away if your policy requires it). An email tells them it was reset, so they can raise the alarm if it was not expected.

A lost passkey or security key can be removed from Sessions and tokens on their row. They add a new one from Settings > Password and two-factor.

Linking single sign-on to an existing account#

When you add single sign-on to an existing team, most accounts link on their own the first time people sign in with the provider. Accounts that already have a password or two-factor, and all administrators, are never linked by email alone. For those:

• The person links it themselves from Settings > Password and two-factor, in the Single sign-on card, with Link. Or:
• You use Allow single sign-on link on their row. For seven days, their next single sign-on with their email address links to their account.

This is also the way in for an administrator in a domain that requires single sign-on who has no link yet. See Single sign-on for the full rules.

Assistant accounts#

You may see an account called Assistant with Not set up as its sign-in. It is the account the chat bot acts as when it does things for customers, and it cannot sign in. Leave it as it is. See The chat bot.