Users

The Administration › Users screen manages the accounts of the people in your organization: you invite a new user there, assign their roles, resend an invitation and deactivate an account when someone leaves the team.

You never choose a user's password: RecyTrax sends them an invitation by email, and they choose their own password.

Before you start

The screen requires the User management permission. Its sub-permissions decide what you can do there:

Permission	What it allows
User management	Opening the screen and viewing the list.
Create	The New user button.
Edit	Editing a user, Resend invitation, Deactivate and Reactivate.
Managing roles	The Roles section of the user window. Without it, roles are not shown and do not change when you save.
Delete	Deleting an invitation that has not been accepted yet.

The roles themselves (and the permissions they contain) are not edited from this screen. See Roles and permissions.

View users

1. Open Administration › Users.
2. To search, type in Search by name, email or user name.
3. To filter, choose a role in All roles and a status in All statuses (Active or Inactive).

Column	Content
User name	The sign-in identifier. Your own account is followed by "(you)".
Name	The first and last name, or a dash.
Email	The address the invitation is sent to.
Phone	The number, or a dash.
Status	Active or Inactive, and Invitation sent as long as the person has not chosen their password.

The actions at the end of each row are icons:

Icon	Action	When it appears
Pencil	Edit	With the Edit permission.
Envelope	Resend invitation	For an active user who has not chosen their password yet.
Person with an X	Deactivate	For an active user. Greyed out on your own account.
Person with a check mark	Reactivate	For an inactive user.
Trash	Delete	For an invitation not yet accepted, except on your own account.

Invite a user

1. Click New user.
2. Enter the User name: this is the identifier the person will use to sign in.
3. Enter their Email. Below the field, RecyTrax reminds you: "An email will be sent to this address so the user can choose their password."
4. Enter, if you wish, their First name, Last name and Phone.
5. Under Roles, tick the person's roles. The roles marked as default for your organization are already ticked.
6. Click Save. The message "Invitation sent to email." appears.

The person appears in the list with the status Active and Invitation sent. They receive an email titled "Your access to RecyTrax", which reminds them of their user name and contains the Choose my password link. Once they have chosen their password, they can sign in and the Invitation sent mention disappears.

info

• The invitation link is valid for a limited time. If it has expired, resend the invitation.
• The email is written in the language you are using RecyTrax in when it is sent.
• The person cannot sign in before choosing their password.

Edit a user

1. Click the pencil icon at the end of the row. The Edit user window opens.
2. Change the user name, email, first name, last name, phone or roles.
3. Click Save.

The user's current roles load when the window opens; until they have loaded, the boxes and the Save button wait.

Pending invitation

If the person has not accepted their invitation yet, changing their User name, Email or Phone makes the link they received unusable. Resend the invitation after the change.

Resend an invitation

1. Click the envelope icon (Resend invitation) at the end of the row.
2. The message "Invitation sent to email." confirms that a new email with a new link has been sent.

If the person has already chosen their password, RecyTrax answers: "This user has already chosen a password. If they forgot it, they can reset it from the sign-in page." See Signing in and passwords.

Deactivate or reactivate an account

Deactivate the account of someone who leaves the team: their history (receptions, degassings, shipments…) stays intact.

1. Click the Deactivate icon at the end of the row.
2. RecyTrax asks: "Deactivate 'user name'? This user will be signed out and can no longer sign in."
3. Click Deactivate. The message "User deactivated." appears.

The person is signed out immediately, on all their devices, and can no longer sign in.

To reactivate, click the Reactivate icon, confirm "Reactivate 'user name'? This user will be able to sign in again." with Reactivate; the message "User reactivated." appears.

You cannot deactivate your own account: the icon is greyed out, and RecyTrax refuses with "You cannot deactivate your own account."

Delete an invitation

Only an invitation that has not been accepted yet can be deleted, for example after a mistake in the email address.

1. Click the trash icon at the end of the row.
2. RecyTrax asks: "Delete 'user name'? They have not accepted their invitation yet; the link they received will stop working."
3. Click Delete.

A user who has already chosen their password cannot be deleted: "This user has already accepted their invitation and cannot be deleted. Deactivate them instead."

Fields

Field	Description	Required
User name	The sign-in identifier, up to 256 characters. Unique within your organization. It is repeated in the invitation email.	Yes
Email	A valid address, up to 256 characters; the invitation is sent there.	Yes
First name	Up to 64 characters. Used in the greeting of the invitation email.	No
Last name	Up to 64 characters.	No
Phone	Format "(111) 111-1111", formatted as you type. An incomplete number shows "Format: (111) 111-1111".	No
Roles	Your organization's roles, as check boxes. Shown with the Managing roles permission. If there are none: "No roles available."	No

Every new organization has an admin role, which holds every permission.

Rules and messages

Message	Cause
"Username 'name' is already taken."	Another account already uses this user name.
"Username 'name' is invalid."	The user name contains characters that are not accepted.
"Email 'address' is invalid."	The email address is refused.
"You cannot deactivate your own account."	Attempt to deactivate your own account.
"This user has already chosen a password. If they forgot it, they can reset it from the sign-in page."	Resending an invitation that has already been accepted.
"This user has already accepted their invitation and cannot be deleted. Deactivate them instead."	Deleting an account already in use, or your own account.

Passwords and lockout

• Administrators neither see nor choose passwords. A user who forgot theirs resets it from the sign-in page. See Signing in and passwords.
• Each user manages their profile and password in My account. See My account and subscription.
• The Users screen offers no temporary lockout: to block someone's access, deactivate their account.

Frequently asked questions

The person did not receive the invitation.

Check the address in the Email column and ask them to look in their junk mail. Correct the address if needed (pencil icon), then click Resend invitation.

The invitation link no longer works.

It has expired, or the user name, email or phone was changed since it was sent. Click Resend invitation: the new email contains a new link.

An employee is leaving the company. Should I delete their account?

No: deactivate it. They are signed out immediately, can no longer sign in, and their history stays linked to their name. Only an invitation that was never accepted can be deleted.

Why doesn't the "Roles" section appear in the window?

You lack the Managing roles permission. The user's roles are then left unchanged when you save.

Why can't I deactivate my own account?

To prevent an administrator from locking themselves out. Ask another administrator to do it.

A user forgot their password. Can I give them one?

No. They reset it themselves from the sign-in page. If they have never chosen a password, resend them the invitation instead.

See also

• Administration overview
• Roles and permissions
• Signing in and passwords
• My account and subscription