Overview
Managing users involves changing roles and handling account status changes. This guide covers all user management operations after initial invitation - for both members and staff.Managing Roles
Roles determine what permissions a user has in your organization.Adding a Role
1
Open user details
Click on user name
2
Navigate to Roles tab
Or click Manage Roles button
3
Click 'Assign Role'
Opens role assignment form
4
Select role to add
Choose from available roles (Member, Treasurer, etc.)
5
Optionally set assignment date
Backdate the role assignment if needed
6
Save changes
New permissions take effect immediately
Special case - Member role: When you assign the “Member” role, a savings ledger account is automatically created for the user.
Removing a Role
1
Open user details
Click on user name
2
Navigate to Roles tab
View current roles
3
Click 'Remove' on the role
Or uncheck the role to remove
4
Confirm removal
Verify user should lose these permissions
5
Save changes
Permissions revoked immediately
Permission Required
Role management requires theorganization_user_roles:assign permission (separate from user invitation permission).
Deactivating Accounts
Deactivating removes a user’s access to the organization while preserving all their data and transaction history.When to Deactivate
- Member leaves the organization (and has financial history)
- Staff member’s employment ends
- Security concern requires immediate access removal
- User should lose access but data must be preserved
Deactivation Process
1
Remove all roles
Navigate to user’s Roles tab → Remove all assigned roles (Member, Treasurer, etc.)
2
Navigate to user details
Click on user name
3
Click 'Deactivate Account'
Or change status to Inactive
4
Confirm deactivation
Access restrictions apply immediately
What Happens When Deactivated
Access:- ✅ User CAN still log in to Agatabo
- ❌ User CANNOT access organization resources
- ❌ User CANNOT perform any operations
- User sees “Deactivated” status when attempting to access
- ✅ All historical data preserved
- ✅ Appears in reports for historical periods
- ✅ Transaction history unchanged
- ✅ Savings balance preserved
- ✅ Can be reactivated at any time
- No data loss occurs
Reactivating Accounts
1
Navigate to Organization Users
Filter by Inactive status (if available)
2
Find deactivated user
Click on user name
3
Click 'Reactivate Account'
Or change status to Active
4
Assign appropriate roles
Navigate to Roles tab and re-assign necessary roles
5
Confirm reactivation
User can access organization again immediately
Reactivation restores access: The user can immediately access the organization again, but you must re-assign their roles manually.
Deleting Users
Deleting completely removes a user from the organization. This is only possible for users with NO financial history.When You Can Delete
- User was invited but never activated
- User activated but has no transactions
- User has no entry fee recorded
- Duplicate account created by error (before any activity)
When You CANNOT Delete
❌ User has ANY of the following:- Savings deposits
- Loan transactions
- Dividend distributions
- Entry fee recorded
- Any other financial transactions
Deletion Process
1
Verify no financial history
Confirm user has no transactions or entry fee
2
Navigate to user details
Click on user name
3
Click 'Delete User'
Option only available if no financial history
4
Confirm deletion
User and all related data removed permanently
What Gets Deleted
When you delete a user:- ✅ Organization user record
- ✅ All role assignments
- ✅ All invitations
- ✅ Savings ledger account (if exists and empty)
- ✅ User record (if this was their only organization)
- ✅ User sessions
Delete vs Deactivate
Business Rule:
- If user has transactions/entry fee → Must deactivate (delete blocked)
- If user has no activity → Should delete (clean removal)
Resending Invitations
If a user’s activation link expired or they never received it:1
Navigate to Organization Users
Find users with Pending status
2
Find pending user
Click on user name
3
Click 'Resend Invitation'
Generates new activation link
4
New invitation sent
User receives fresh invitation (72-hour expiry)
How Resending Works
- Revokes all pending invitations for this user
- Creates new invitation with fresh 72-hour expiration
- Sends automatically (if email/SMS enabled) or provides manual link
- Only one active invitation at a time per user
Cannot resend after acceptance: Once a user has activated their account, you cannot resend invitations. They should use the password reset process if they can’t log in.
Resetting Passwords
If a user forgets their password:1
User clicks 'Forgot Password'
On the login page
2
Enters email address
System sends reset link
3
Clicks reset link
Opens password reset page
4
Sets new password
Must meet security requirements
Self-service only: Administrators cannot see or reset user passwords directly. Users must use the self-service password reset process for security.
Permissions Required
Best Practices
User management tips:
- Remove roles before deactivation - required by the system
- Use delete only for mistakes - deactivate for legitimate exits
- Verify financial balances before deactivating members with transactions
- Document role changes - keep notes on why roles were added/removed
- Test email/phone changes - verify user can still log in after updates
- Regular audits - review active vs inactive users quarterly
- Keep contact info current - update phone/email promptly for notifications
- Consider impact of email changes - affects all organizations user belongs to
Need Help?
Inviting Users
Add new organization users
Member Roles
Understanding roles and permissions
Viewing Member Details
Access member account information
Permissions Matrix
Full permission reference