Managing Users

System users are the people in your organisation who log in to OpsOS directly. They are different from Planner workers, who use the worker portal rather than the main OpsOS workspace.

Where users fit

Create a user

1. Go to Settings → Users → Create User.
2. Choose Internal User or External User.
3. Enter First Name, Last Name, Email, Phone, and Job Title.
4. Choose the user's Role.
5. Turn on External Planner Access or External Purchasing Access if needed.
6. Check Hold Invite (Introduction Mode).
7. Click Create User.

Internal users are normally created with Hold Invite (Introduction Mode) set to Yes. This means the account exists straight away, but the person cannot log in yet and no invite is sent.

Release access to a user

1. Go to Settings → Users.
2. Open the user.
3. Click Edit.
4. Under Onboarding, set Hold Invite (Introduction Mode) to No.
5. Click Save Changes.

When you do this, OpsOS sends the user a temporary password by email. At first login they must set a new password before they can continue.

Disable portal access without deactivating the account

1. Go to Settings → Users.
2. Open the user.
3. Click Edit.
4. Under Access, turn External Portal Access off.
5. Click Save Changes.

This only blocks the Planner worker portal. It does not deactivate the account and it does not remove the user's normal internal OpsOS access.

Find a user

1. Go to Settings → Users.
2. Use the filters at the top of the list to narrow by name, email, role, status, or login activity.
3. Click the user to open their record.

Change a user's role

1. Go to Settings → Users.
2. Open the user.
3. Click Edit.
4. Choose the new role.
5. Click Save Changes.

The new role takes effect straight away across OpsOS.

Delete a user

1. Go to Settings → Users.
2. Open the user.
3. Click Delete.
4. Confirm the change.

Deleting a user is a soft delete. The account is hidden from normal tenant users, login is blocked, and the user's history stays attached to existing records.

Restore a deleted user

1. A super admin must enter the tenant in Super Admin Active mode.
2. Go to Settings → Users.
3. Find the deleted user row.
4. Click Restore.

The user becomes active again and can be edited or deactivated normally.

Deactivate a user

1. Go to Settings → Users.
2. Open the user.
3. Click Deactivate.
4. Confirm the change.

Deactivating a user stops them from logging in, removes them from approval groups and holiday delegations, and keeps their history in place.

Reset a user's password

1. Go to Settings → Users.
2. Open the user.
3. Click Reset Password.
4. Confirm the change.

OpsOS generates a temporary password and emails it to the user.

Force a password reset on next login

1. Go to Settings → Users.
2. Open the user.
3. Click Force Reset.

This only works for active users who are no longer in Introduction Mode.

Check user activity

1. Go to Settings → Users.
2. Click User Audit Log, or open a user and click Audit Log.
3. Filter the log if needed.

Things to know

• A user in Introduction Mode cannot log in.
• If External Portal Access is off, the user sees a portal-disabled holding page instead of the worker portal.
• Password reset actions are blocked for users who are inactive or still in Introduction Mode.
• Deleted users are hidden rather than permanently removed.
• Super-admin restore is only available while a super admin is entered into that tenant.
• For access setup, see Roles and Permissions and The Permissions Manager.