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# Quick Start: User Management

# Quick Start: User Management

**For Business Owners - Get Started in 5 Minutes**

## How to Invite Team Members

### Step 1: Go to Team Settings
1. Click **Settings** in the main navigation
2. Click the **Team** tab

### Step 2: Invite User
1. Click **"+ Invite User"** button (top right)
2. Fill in:
   - **Email** (required): `user@example.com`
   - **Name** (optional): Their name
   - **Role** (required): Choose one:
     - **Member** - Standard access (most common)
     - **Admin** - Full access, can manage users
     - **Guest** - Read-only access
3. Click **"Send Invitation"**

### Step 3: User Accepts
- User receives email with invitation link
- They click link and set up their account
- They're automatically added to your team
- They can log in immediately

## Understanding Roles

### Member (Recommended for most users)
- Can access all active modules
- Can create and edit records
- Cannot manage users or settings

### Admin (For managers/team leads)
- Full access like owner
- Can invite and manage users
- Can edit tenant settings
- Cannot change billing (unless enabled)

### Guest (For clients/consultants)
- Read-only access
- Can view records but cannot create/edit
- Good for external collaborators

## Managing Team Members

### Edit User Role
1. Go to **Settings → Team**
2. Click **"Edit"** on any team member
3. Change their role
4. Click **"Save Changes"**

### Remove User
1. Go to **Settings → Team**
2. Click **"Remove"** on team member
3. Confirm removal
4. User is removed (slot freed up)

## User Limits & Billing

### Check Your Limit
- Go to **Settings → Billing**
- See your plan and current user count
- Example: "Professional Plan - 8/10 users"

### If You Need More Users
**Option 1: Purchase Add-Ons**
- Settings → Billing → Add-Ons
- Purchase additional user slots
- Price: $4-8/user/month (depends on plan)

**Option 2: Upgrade Plan**
- Upgrade to a plan with higher limit
- More included users + lower add-on prices

### Removing Users
- When you remove a user, their slot is freed immediately
- You can invite a new user to fill the slot
- **Tip**: Cancel user add-on subscriptions if removing users permanently

## Pending Invitations

**View Pending:**
- Shows at top of Team page
- Displays email, role, and expiration date

**Resend Invitation:**
- Click **"Resend"** on pending invitation
- New email sent with same link

**Cancel Invitation:**
- Click **"Cancel"** if no longer needed
- Invitation deleted

**Expiration:**
- Invitations expire after 7 days
- Must create new invitation if expired

## Common Questions

### Q: Can I invite someone who already has an account?
**A:** Yes! They'll be added to your team and can switch to your tenant from their tenant switcher.

### Q: What if I reach my user limit?
**A:** You'll see an error when trying to invite. Purchase user add-ons or upgrade your plan.

### Q: Can I change someone's role after inviting them?
**A:** Yes! Go to Settings → Team, click "Edit", change role, save.

### Q: What permissions does each role have?
**A:** 
- **Member**: Standard access to active modules
- **Admin**: Full access, can manage users/settings
- **Guest**: Read-only access

### Q: Can I remove myself from my own team?
**A:** No, you cannot remove yourself (the owner/current user).

### Q: Do removed users lose their account?
**A:** No, they just lose access to your tenant. Their account remains active.

## Need More Help?

- **Detailed Guide**: See [User Management Complete Guide](https://help.swellsystem.com/en/article/complete-user-management-guide-w3do8y/)
- **Roles & Permissions**: See [User Invitations & Roles](https://help.swellsystem.com/en/article/user-invitations-roles-permissions-guide-1k9k848/)
- **Billing**: See [Billing & Subscriptions](https://help.swellsystem.com/en/article/billing-subscriptions-1qwalvv/)

## Quick Reference

| Action | Location | Who Can Do It |
|--------|----------|---------------|
| Invite User | Settings → Team | Owner, Admin |
| Edit User | Settings → Team → Edit | Owner, Admin |
| Remove User | Settings → Team → Remove | Owner, Admin |
| View Team | Settings → Team | Owner, Admin |
| Purchase Add-Ons | Settings → Billing → Add-Ons | Owner |
| Upgrade Plan | Settings → Billing | Owner |

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**Ready to invite your team?** Go to **Settings → Team** now!