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Changing User Roles In My organisation

This guide explains how to change a user's role in your organisation, for example to promote a team member from View Only to Administrator, or to reduce someone's access from Administrator back to View Only. Use it when someone's responsibilities have changed, when a new team member needs more access, or when you want to limit who can make changes to your account.

Note: You need to be an Administrator to change other users' roles. If you can't see the options described below, ask an existing Administrator in your organisation to make the change for you.

Understanding user roles

Before you change a role, it helps to know what each role can do.

Role What they can do
View Only Can see information in the account but can't make changes to settings, users, or organisation details. [check]
Administrator Has full access, including managing organisation settings, inviting and removing users, and changing other users' roles. [check]

Tip: Only give Administrator access to people who need it. Administrators can change settings that affect everyone in your organisation, so we recommend keeping this role to a small number of trusted team members.




How to change a user's role

  1. Open your organisation settings. In the sidebar, click Settings, then select Organisation.
  2. Go to the Users tab. Scroll down to the Users tab. You'll see a list of everyone in your organisation along with their current role.
  3. Find the user. Locate the person whose role you want to change. If you have a lot of users, you can scan by name or email address. [check: is there a search bar?]
  4. Select the new role. Next to the user's name, click their current role and choose the new role (View Only or Administrator) from the options shown. [check: dropdown or other control?]
  5. That's it. Once you've selected a role, the change saves automatically. There's no need to click a Save button.

Check the change worked

After selecting the new role, the user's entry in the Users tab should show the updated role straight away. The user may need to refresh their page, or log out and back in, before their new permissions take effect. [check]

Common questions

Do I need to click Save?
No. Role changes save automatically as soon as you select the new role.

Will the user be notified?
[check: does the user receive an email or in-app notification?] If not, we recommend letting the user know yourself so they aren't surprised by a change in what they can see or do.

Can I change my own role?
[check] If you're the only Administrator, make sure another user has Administrator access before you change your own role. Otherwise, your organisation may be left with no one able to manage settings or users.

Can I change the role back later?
Yes. You can switch a user between View Only and Administrator at any time by following the same steps.

Troubleshooting

I can't see the Users tab or the role options.
This usually means your account has View Only access. Ask an Administrator in your organisation to update your role or make the change for you.

The user still can't access what they need after I changed their role.
Ask them to refresh the page or log out and back in. If the problem continues, contact our support team.

I can't find the user in the list.
Check that they've accepted their invitation to your organisation. Users who haven't accepted yet may not appear, or may appear as pending. [check]

Still need help?

If you're having trouble changing a user's role, contact our support team and we'll be happy to help - support@tracplus.com.