> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/pro/administration/users.md).

# Users

Managing users in Equipme Pro: create new employees with access to Pro, grant existing employees access, assign roles, invite, reset passwords, lock and remove.

**Path:** "Administration" → "User"

Under **"User"**, you manage the employees of your provider company who work with Equipme Pro. "This overview only shows employees with access to the Pro-App, not all employees of your company." Anyone with at least one provider role has access to Pro (see [Roles and permissions](/pro/administration/roles-and-permissions.md)).

Access: **"Administrator"** role.

## The user list

The table shows picture, "First name", "Last name", username, "Location", "Departments" and lock status. Clicking a row opens the user details; via the context menu (right-click) you can open them e.g. in a new tab.

## Creating a new user

For people who do not yet exist in your company:

1. **"Add"** → **"New employee"**. Alternatively, in the header bar, **"Add"** → **"New user"**.
2. **"Profile"** step:
   * **"First name"**, **"Last name"**, **"Email"** (required). The email is also the username for signing in and must be unique.
   * **"Location"** (required, only if your company has several locations).
   * **"Send an email invitation"** and optionally a **"Message (optional)"** for the invitation.
3. **"Next"** → **"Permissions"** step: select at least one role.
4. **"Save"**.

## Granting an existing employee access

For people who already exist as employees in your company but do not yet have access to Pro (e.g. from HR sync):

1. **"Add"** → **"Existing employee"**. The **"Grant access to an existing employee"** dialog opens.
2. Select the employee. "Only employees without access to the Pro-App are shown." Locked employees do not appear here.
3. Select roles (at least one).
4. Optionally **"Send an invitation to the selected employees"**. This is only necessary if the people do not yet know their credentials.
5. Save.

If an invitation could not be sent to some employees, they still receive access; an **"Invitations not sent"** message names the affected people. Then invite them individually via the "Account" tab.

{% hint style="info" %}
The number of invitation emails you can send at once is limited. With many employees, do several smaller rounds.
{% endhint %}

## User details

The detail page has up to four tabs.

### "Profile"

The user's master data. The actions are at the top:

* **"Lock"** – "Are you sure you want to lock the user account? (This only affects the login for the equipme app)". Locked users cannot sign in and do not receive email notifications.
* **"Unlock"** – lifts the lock.
* **"Remove"** – "Removing the user will also permanently remove all access." Removed users can no longer be edited.

You cannot lock or remove your own account.

### "Account"

Under **"Manage account"**:

* Status **"Verified"** or **"Not verified"** – the account is verified as soon as the user signs in for the first time.
* **"Username"**.
* **"Reset password"**: set a new password (at least 8 characters, at least one uppercase letter, one lowercase letter, one number and one symbol). Optionally "The user must reset the password after logging in for the first time" and "Notify employees".
* **"Invite employees"** → **"Send invitation"** sends an invitation email (again).

### "Permissions"

* At the top, the user's **individual permissions** (see [Roles and permissions](/pro/administration/roles-and-permissions.md#individual-permissions)). Permissions the user receives via roles cannot be changed here.
* At the bottom, the assigned **"Roles"**. Clicking a role opens it; the link next to the heading takes you to "Roles and rights". If a user has no role, "The user has no roles and therefore cannot log in." appears.

### "Further information"

Your own additional fields (key/value), e.g. a personnel number from your HR or ERP system.

## Frequently asked questions

**An employee is missing from the list.**

The list only shows employees with at least one provider role. Grant them access via "Add" → "Existing employee".

**"Lock" and "Remove" are grayed out.**

You are viewing your own account, or for your own company, "Approval required" applies to employees for [system products](/pro/customers/customer-portal.md#system-products). In that case, you change the user's status in the portal; a note with a link appears on the page. This setting for your company is defined by your equipme account manager; the switch in your Customer Portal Settings only applies to your customers.

**How do I revoke a user's access to Pro without deleting them?**

Remove all their provider roles under [Roles and permissions](/pro/administration/roles-and-permissions.md) or lock them. Locking affects signing in altogether.

**Do my Pro users automatically get access to the customer portals?**

Users with the "Administrator" or "Account Manager" role automatically get access to your customer portals. Details under [Roles and permissions](/pro/administration/roles-and-permissions.md#automatic-access-to-customer-portals).


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