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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.

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Managing Roles

Roles determine what permissions a user has in your organization.

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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.
Administrator role: The Administrator role cannot be assigned through the normal role assignment process. Contact a system administrator to use the special admin assignment function.

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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
Removing the Member role: If you remove the Member role:
  • User can no longer participate in savings and loans
  • Their savings ledger account is NOT automatically deleted
  • Only do this for staff who are not members
Administrator role: The Administrator role cannot be removed through the normal role removal process. Contact a system administrator.

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Permission Required

Role management requires the organization_user_roles:assign permission (separate from user invitation permission).

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Deactivating Accounts

Deactivating removes a user’s access to the organization while preserving all their data and transaction history.

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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
Before you can deactivate: You must remove ALL roles first. The system prevents deactivation of users who still have assigned roles.

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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

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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
Data:
  • ✅ All historical data preserved
  • ✅ Appears in reports for historical periods
  • ✅ Transaction history unchanged
  • ✅ Savings balance preserved
Reversibility:
  • ✅ Can be reactivated at any time
  • No data loss occurs

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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.

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Deleting Users

Deleting completely removes a user from the organization. This is only possible for users with NO financial history.

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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)

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When You CANNOT Delete

❌ User has ANY of the following:
  • Savings deposits
  • Loan transactions
  • Dividend distributions
  • Entry fee recorded
  • Any other financial transactions
Financial history is immutable: Once a user has ANY financial activity, they cannot be deleted. You must deactivate them instead. This preserves audit trails and financial integrity.

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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

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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
Deletion is permanent: Unlike deactivation, deletion cannot be reversed. Only delete when you’re certain the user should never have existed in the system.

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Delete vs Deactivate

OperationUse WhenReversible?Data Preserved?Financial History?
DeleteNo financial activity❌ No❌ NoNot allowed
DeactivateHas financial activity✅ Yes✅ YesRequired
Business Rule:
  • If user has transactions/entry fee → Must deactivate (delete blocked)
  • If user has no activity → Should delete (clean removal)

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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)

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How Resending Works

  1. Revokes all pending invitations for this user
  2. Creates new invitation with fresh 72-hour expiration
  3. Sends automatically (if email/SMS enabled) or provides manual link
  4. 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.

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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.

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Permissions Required

OperationPermission Needed
Edit user info (name, email, phone)organization_users:write
Assign/remove rolesorganization_user_roles:assign
Deactivate/reactivate usersorganization_users:write
Delete usersorganization_users:write
Resend invitationsorganization_users:write

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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

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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