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Invite a user and assign roles

Everyone who signs in to Florio is a user. Adding one takes a minute: name them, pick their roles, and send the invite. The roles you pick decide what they see, so the same screen that adds a person also decides what that person can do.

Before you start

  • You need the permission to manage users and roles (the Admin / Owner role has it).
  • Decide which roles the person needs. If you are not sure, start narrow: you can always add more later, and Customize roles and permissions explains what each role covers.

Add a user

  1. Open Admin, then Users.
  2. In Create user, enter the person’s Email and Display name.
  3. Tick the starting Roles.
  4. Click Create user. They appear in the list right away.

Send them a login invite

  1. In the users list, click Edit on the new person.
  2. Click Send login invite. They get an email to set their password and sign in.

Change someone’s sign-in email

When a person moves to a different address, change it on their page instead of creating a second user.

  1. Open the person with Edit.
  2. Click their Sign-in email, type the new address, and save.

It is the address they sign in with and where a login invite goes, so the change is recorded in the activity log with who made it. Two cases stay locked:

  • A person who signs in with Google keeps the address of their Google account. Change it there and Florio follows at their next sign-in.
  • System accounts keep the address Florio gave them.

Give one person an extra permission

Roles cover the common cases. When a single person needs one extra ability without changing a whole role:

  1. Open the person with Edit.
  2. Add the permission under Direct grants. It stacks on top of their roles and affects only them.

When someone leaves

Click Archive on their row instead of deleting them. Their past work, edits, and email stay attached to the record; they simply can no longer sign in. Use the Archived chip to see former staff, and Restore if they come back.

Good to know

  • The Job title and Payroll ID columns are editable in place, for HR and payroll; they do not change what the person can do. Empty either one to clear it. Every change to a payroll ID is recorded under Activity, since payroll exports file hours under it.
  • System accounts (Florio’s own automation) show under their own chip and cannot be archived.
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