User Management

User Roles in Audit Now

Roles in Audit Now are not editable, but each is designed to suit common organizational needs—whether you're managing audits, users, or just completing checklists. Assigning the correct role ensures clarity, control, and accountability across your audit workflows. Available User Roles | Role | Description | |---|---| | Application Admin | Can manage all application settings and users | | Audit Admin | Can manage audit-related functions only | | Account Admin | Full system access including billing and organization settings | | Standard User | Basic user who can conduct audits and view results | Role - Permissions Table | Permission | Application Admin | Audit Admin | Account Admin | Standard User | |---|---|---|---|---| | Manage Checklists | ✅ | ✅ | ✅ | ❌ | | Conduct Audits | ✅ | ✅ | ✅ | ✅ | | View/Edit Results | ✅ | ✅ | ✅ | ❌ | | Manage Organization | ❌ | ❌ | ✅ | ❌ | | Manage Location Hierarchy | ✅ | ❌ | ✅ | ❌ | | Manage Users | ✅ | ❌ | ✅ | ❌ | | Manage User Groups | ✅ | ❌ | ✅ | ❌ | | Manage Scheduling | ✅ | ✅ | ✅ | ❌ | | Manage Billing | ❌ | ❌ | ✅ | ❌ | | View Analytics | ❌ | ❌ | ✅ | ✅ | | Manage Action Templates | ✅ | ✅ | ✅ | ❌ | ✅ = Allowed | ❌ = Not Allowed 🎯 Best Practices for Role Assignment - Application Admin: Assign to technical platform owners or internal support teams who need access to all application settings and user management. - Audit Admin: Ideal for audit program leads or department heads responsible for creating, publishing, and managing checklists and audit results. - Account Admin: Reserved for organization-level administrators who manage billing, user accounts, and structural configuration (locations, branding). - Standard User: Best suited for auditors, inspectors, or frontline employees conducting audits and viewing assigned results. Next article: How User Seats Work →

Adding & Inviting Users – Add New Team Members to Audit Now

✅ Read Before User Creation: User Groups – Organize Users by Team or Function Audit Now makes it simple to bring new team members onto the platform. Admins can add users by filling in their information and sending an automatic invite email. Users then activate their accounts by setting a password. Option 1: Add a User Manually 1. Go to User Management - From the left-hand menu, select Settings > User Management 2. Click "+ Add User" - Located in the top-right corner of the page 3. Fill in the User Details - First Name - Last Name - Email Address - Role (e.g., Admin, Auditor) - User Group (optional) - Location 4. Click "Add User" to Confirm - An invitation email will be sent to the new user with a link to activate their account Option 2: Bulk Upload Users via CSV 1. In User Management, click "+ Add User" 2. Select "Bulk Upload CSV" 3. Download the CSV template provided 4. Follow the intructed Role, User Group, Location names and fill in the file with the required fields: - First Name - Last Name - Email - Role - User Group (optional) - Location 5. Upload the completed file using the import modal 6. Click Upload and Add Users 7. Review the details of all uploaded user and click Next 8. Click Review and Complete 9. Click Complete Invitations will be sent to all users Activation Process 1. User Activates Account - Each user receives a unique link by email. - The user clicks the invite link, sets their password, and logs in 2. Status is Updated - Once the user logs in, their Status and Last Login fields are automatically updated in the system 🔐 Notes - Only Admins and authorized users can create or manage users. - Email addresses must be unique across the platform. - Invitations expire after a set period—resend if needed. Next article: Managing User Profiles →

Managing User Profiles

Admins can view and update user accounts anytime. This includes editing personal details, changing user roles, or disabling access (e.g., for former employees or paused accounts). How to Manage a User Profile 1. Go to Settings > User Management 2. Find the user you want to manage in the list 3. Click the three-dot menu (⋮) next to their name You’ll see two options: - View/Edit Profile - Update Full Name, Email Address, User Role, and User Groups - Disable User (if user is active) or Enable User (if user is disabled) Edit User Profile When you choose View/Edit Profile, you can: - Change the user's name or email - Update their role (e.g. from Auditor to Admin) - Change or add locations - Modify group assignments to reflect new responsibilities All changes are saved instantly and apply across the platform. Disable or Enable a User - Disabling a user prevents them from logging in or being assigned new audits - Enabling a user reactivates their account with previous permissions - No historical data is lost when disabling a user ✅ Use this for former employees, extended leaves, or inactive team members User Profile Summary | Field | Description | |---|---| | Full Name | First and last name of the user | | Email Address | Email address of the user | | Status | Enabled, Pending, or Disabled | | Last Login | Shows the most recent login timestamp | | Role | Determines access and visibility | ✅ Best Practices - Keep user profiles updated after promotions or transfers - Disable (not delete) users who leave, to retain audit history - Use meaningful user group names for better visibility Next article: User Roles in Audit Now →

How User Seats Work?

Understanding User Seats What are User Seats? User seats represent the number of individual team members who can access your Audit Now organization. Each seat corresponds to one unique user account with a specific role and permissions level. Seat Allocation: - Active Users: Currently enabled users who can log in and use the platform - Available Seats: Remaining seats you can assign to new team members - Total Seats: Your subscription's maximum user capacity Managing Your User Seats Current Seat Usage In your User Management dashboard, you can view: - Active Users count: Number of currently enabled users (e.g., "2 active users") - Available seats: Remaining capacity (e.g., "8 available seats") - Seat utilization: How many of your total seats are currently in use Adding New Users When you invite new team members: 1. Click "Add User" to invite a new team member 2. Assign appropriate role (Standard User, Account Admin, etc.) 3. User consumes one seat when they accept the invitation and become active 4. Available seats decrease by one for each new active user User Status Impact - Enabled users: Count towards your active seat usage - Disabled users: Do not consume seats and can be reactivated later - Pending invitations: Count as active seats once accepted