Users

Users is where you manage the people who can sign in to your workspace. You create their accounts, give each one a role, switch accounts on and off, and reset passwords. Every active account takes one seat from your plan.

Where to find it: Settings → Users → User list

When you'll use it

• A new colleague needs access.
• Someone's job changes and they need a different role.
• Someone leaves, or goes on long leave, and their access has to end.
• Someone forgot their password.
• You want to check when, and from which device, a person signed in.

Key concepts

• User — one person's account. It belongs to your workspace and has exactly one role. The role decides what the person sees and can do. There are no extra permissions for a single person.
• Account type — how the person signs in:
  • An Email account signs in with an e-mail address.
  • An Account without email signs in with a username. It is meant for people who have no company mailbox, for example in the warehouse. Such an account cannot use Forgot your password? on the login screen. An administrator sets a new password for it, or the person changes it in their own profile.
• Active / Blocked — an active account can sign in. A blocked account cannot, but nothing about it is lost.
• Seat — one active account. Your plan sets how many you have. Blocking an account frees its seat at once.
• Owner — the account that registered the company. It cannot be blocked or deleted, nobody else can change its password, and its role cannot be given to anyone else.
• Sensitive data — a user's e-mail address, phone number and address. Only people with the Users: Sensitive data permission see them.
• Session — one signed-in device: a browser, a POS (point of sale) terminal or the mobile app. Some changes end all of a person's sessions at once, so the person has to sign in again.

The screens

User list shows every account. The columns are User (the name), Login, Phone, Role, Created and Updated.

• A counter in the header shows how many active accounts you have out of your plan's limit. It turns amber when every seat is taken.
• You can search, sort, and filter by role, by date and by Account status.
• Click a row to open the user. To open the user in a new browser tab, hold Ctrl (Cmd on a Mac) while you click.
• Without the Users: Sensitive data permission, the Login and Phone columns are not shown.

📷 Screenshot to add: the User list with the active-accounts counter in the header and the Create user button

User details is for reading only. It shows:

• the name, the login, the phone, the language and the description;
• the address;
• the role, how many modules and permissions it gives, the account type and the account status;
• Access scope — everything the user's role allows;
• Login history — only if you have the Users: Activity history permission.

The Edit button opens the user editor. You see it only with the Users: Edit permission.

The user editor has three tabs:

Tab	What you do there
Data	Name, phone, language, description, profile picture, address, role, and the Active switch.
Password	Set a new password yourself, or send the user a link to set one. Shown only with the Users: Password change permission.
Modules	A read-only list of what the user's role allows. To change it, change the role.

The header has Revert (discard your unsaved changes), Delete account and Save.

New user is the creation form. See Add a user.

Profile is your own account. Open it from the user menu at the bottom of the sidebar, then Profile. See Manage your own profile.

Common tasks

Add a user

You need a free seat. If every seat is taken, Complaia shows You have used all your accounts and offers to add an account or change the plan. See Subscription & billing.

1. Go to Settings → Users → New user, or click Create user on the list.
2. Under Account type, choose Email account or Account without email.
3. Enter the Full name.
4. Enter the Email. For an account without e-mail, enter a Username instead:
   • A username has 3 to 30 characters: letters a to z and digits only, without spaces or accented letters.
   • Complaia checks it as you type and shows Username available or Username is taken.
   • When it is taken, click one of the suggestions below the field.
5. Set the password in New password and Repeat password. It needs at least 8 characters, with an uppercase letter, a lowercase letter, a digit and a special character. Generate creates a random password, Show reveals it, and Copy copies it.
6. Choose the Language and the Role. The Owner role is not in the list, because it cannot be given to anyone. At the moment the language list on this form offers only Polish. The person can change their language later in their own profile.
7. Optionally, add a phone number, an address, a profile picture and a short description.
8. Leave Active on if the person should be able to sign in right away. An account created with Active off does not take a seat.
9. Click Create.

The Account created screen then shows the login details: the account type, the login, the password (hidden until you click the eye button) and the user's name. From here you can:

• click Download login details PDF to get a sheet you can give to the person;
• click Create another user to add the next account;
• click Back to the users list.

Save the password before you leave this screen

Complaia does not store the password in a readable form. After you leave the Account created screen, nobody can see it again or download it as a PDF. Complaia asks you to confirm before you leave. If the password is lost, set a new one in the user editor.

A person with an e-mail account also receives a welcome e-mail with a button that opens the sign-in page. The e-mail does not contain the password. Give the person the password yourself, or send a password set-up link.

Complaia saves e-mail addresses and usernames in lowercase letters. A person can type them with capital letters when they sign in.

Creating an account for a driver

There is no separate list of drivers. A driver is an active user whose role includes the Driver: delivery and proof of delivery on own routes permission. The Driver role that comes with the workspace has it. See Driver app.

Usernames are shared by all companies

A username must be unique among all Complaia customers, not only in your company. Short, common names are often taken. A company prefix helps, for example acme01, acme02.

Change a user's details or role

1. Open the user from the list and click Edit.
2. On the Data tab, change what you need. To change the role, choose a different one in Role. This needs the Users: Role change permission.
3. Click Save.

When you change the role, Complaia asks you to confirm and shows the old and the new role. The new access applies at once. The person does not have to sign in again.

Revert discards your unsaved changes. If there is something to lose, Complaia asks first.

The e-mail address and the username cannot be changed after the account is created. If someone needs a different login, create a new account for them.

Block or unblock a user

Blocking is the normal way to end someone's access. You need the Users: Activation permission.

1. Open the user and click Edit.
2. On the Data tab, switch Active off. The text next to the switch changes from Can log in to Blocked.
3. Click Save, and confirm.

What happens:

• All of the person's sessions end at once: in the browser, on POS terminals and in the mobile app.
• Their seat becomes free.
• Their name stays on everything they did.

To give access back, switch Active on again and click Save. This takes a free seat. If all seats are taken, block another account first or buy a seat.

Right after you block an account, there is a short pause before you can unblock it. The message tells you how many seconds are left.

Reset a password

You need the Users: Password change permission to see the Password tab.

Set the password yourself

1. Open the user, click Edit and go to the Password tab.
2. Under Set manually, fill in New password and Repeat password.
3. Click Save, and confirm.

The old password stops working, and all of the person's sessions end at once. The new password is not shown anywhere after you save. Give it to the person yourself.

Let the user set it (e-mail accounts only)

1. On the same tab, find Send a password set-up link and check the Recipient.
2. Click Send, and confirm. You do not need to click Save.

The user receives an e-mail with a link that is valid for 15 minutes. Their current password keeps working until they set a new one.

Check a user's sign-ins

You need the Users: Activity history permission.

1. Open the user from the list.
2. Go to the Login history panel.

The panel lists every sign-in attempt, newest first, grouped by day. Each entry shows:

• the time;
• Signed in or Failed attempt, with the reason for a failed attempt;
• the device and browser;
• the IP address.

Older entries load as you scroll down. Refresh reloads the list.

Delete a user

Blocking is usually enough. Delete an account only when it should disappear from your lists, for example an account created by mistake. You need the Users: Delete permission.

1. Open the user and click Edit.
2. Click Delete account and confirm.

The account disappears from Complaia, and the person is signed out. Their name stays in logs and history. If the account was active, its seat becomes free. The same e-mail address can later be used for a new account.

Manage your own profile

Open the user menu at the bottom of the sidebar and choose Profile. Everyone can do this. No permission is needed. The profile has four tabs.

Profile — your details and your photo:

1. Click Edit profile.
2. Change your name, phone, Language or address. The language you choose here is the language of your own screens.
3. Click Save changes.

To manage your photo, use the buttons on your picture: Add photo or Change photo, and Remove photo. A new photo is saved as soon as you choose it.

Password — your password:

1. Enter your Current password, a New password and Repeat new password.
2. Click Change password.

All sessions of your account end, on every device, including this one. Sign in again with the new password.

If you do not remember your current password, click Forgot your password? next to the Current password field:

• With the Users: Edit permission, Complaia offers to send a password set-up link to your own e-mail address. The link is valid for 15 minutes.
• Without it, Complaia explains what to do: sign out and use Forgot your password? on the login screen, or ask an administrator to send you a link.

Permissions — what your role lets you do.

Login history — your own sign-in attempts. Check it if you think someone else tried to use your account.

When it doesn't work

What you see	Why	What to do
You have used all your accounts, or the notice All seats are in use	Every seat in your plan is taken by an active account.	Block an account you no longer need, or add seats. See Subscription & billing.
This account was deactivated a moment ago. It can be activated again in … s.	There is a short pause after you block an account.	Wait the number of seconds shown and save again.
The Active switch is greyed out and a note says a seat correction is in progress	You have more active accounts than your plan allows, and nobody has chosen yet who stays active.	Ask the Owner, or the person who manages the subscription, to finish the seat correction.
This email address is already used by another account in this company. Enter a different address.	Another account in your company uses that address.	Use a different address, or delete the old account first.
Username is taken	Someone, possibly in another company, already uses it.	Click one of the suggestions, or add a company prefix.
The Role list is greyed out with the note You cannot change your own role. Another administrator can do it.	Nobody can change their own role.	Ask another person with the Users: Role change permission.
The Active switch is greyed out with the note You cannot deactivate your own account.	Nobody can block themselves.	Ask another administrator.
The Active switch is greyed out on the Owner's account	The Owner's account is protected and always stays active.	Nothing to do.
The owner's password is protected on the Password tab	Only the Owner can change the Owner's password, in their own profile.	The Owner opens Profile → Password.
This account has no email address, so a link cannot be sent.	The account signs in with a username.	Set the password yourself and give it to the person, for example on the login details PDF.
This account is inactive. Activate it before sending a password setup link.	A link can be sent only to an active account.	Switch Active on first.
The Login and Phone columns are missing	You do not have the Users: Sensitive data permission.	Ask for it to be added to your role.
There is no Password tab	You do not have the Users: Password change permission.	Ask for it to be added to your role.
There is no Edit button on the user's page	You do not have the Users: Edit permission.	Ask for it to be added to your role.
The password from the Account created screen is lost	Complaia cannot show it again.	Open the user, go to the Password tab and set a new one.

Permissions

To do this	You need
See the user list	Users: List
Open a user's details	Users: Details
Create a user	Users: Create
Edit a user's details	Users: Edit
Change a user's role	Users: Role change
Block or unblock an account	Users: Activation
Set another user's password, or send them a password set-up link	Users: Password change
See e-mail addresses, phone numbers and addresses	Users: Sensitive data
See a user's login history	Users: Activity history
Delete a user	Users: Delete
Send a password set-up link to yourself from your profile	Users: Edit

Your own profile, your own password and your own login history need no permission.

Some things are not allowed, whatever your permissions:

• The Owner role cannot be given to anyone.
• The main Owner cannot be deleted or blocked, and their role cannot be changed. To change the owner, contact Complaia support.
• Only the main Owner can delete an account that holds the Owner role, or move it to another role.
• Nobody can change their own role, block themselves or delete themselves.

Related

• Roles & permissions — what each role allows
• Subscription & billing — seats and plan limits
• Event log — who changed what, including changes to users
• Company details — your company's own record
• Driver app — what a driver's account needs