User Management and Roles

User management lets Admins control who has access to the organization and what they can do. This article covers the full user lifecycle.

View team members

1. Go to Settings > Team Members.
2. The list shows all active and deactivated members with their role, email, and last active date.

Change a user's role

1. Click on the user's name.
2. Select a new role from the Role dropdown.
3. Click Save.

Role changes take effect immediately. The user's permissions update on their next page load.

Deactivate a user

When someone leaves or should no longer have access:

1. Click on the user's name.
2. Click Deactivate.
3. Confirm the action.

Deactivated users:

• Cannot log in.
• Return their licence to your pool immediately, at no charge. Your bill does not change — you keep the licence and can give it to somebody else.
• Their data (time entries, expenses) is preserved.
• They appear with a "(deactivated)" label in reports and historical data.

Reactivate a user

1. Toggle "Show deactivated" on the Team Members page.
2. Click on the deactivated user.
3. Click Reactivate.
4. They take a vacant licence and can log in again. Nothing is charged.

If every licence is already assigned, reactivation is refused and Voltasis tells you how many you have and how many are in use. Either deactivate somebody else or buy another licence at Settings > Billing.

Who has not signed in yet

Somebody you have invited appears on the Team Members page straight away, with an amber Invited badge until the first time they sign in. They hold a licence from the moment the invitation is sent.

If they never accept it, the invitation expires and the licence returns to your pool.

Transfer management

To change which manager oversees a team member:

1. Click on the team member.
2. Update the Reports to field.
3. Click Save.

Tip: Never delete users. Deactivate them instead. This preserves their historical data and maintains billing integrity.