Team Management
The Team Management page is where Administrators manage who is in the team and what they can do. From here you can invite new users, enable or disable accounts, change a user's role, and configure the permissions for Member-level users.
note
The Team Management page is only accessible to Team Administrators.
To open it, click Team in the left navigation bar, then select the Users tab.
Inviting New Users
Click the Send New Invitation button on the Users tab to open the invitation form.
Invitation Fields
| Field | Required | Description |
|---|---|---|
| Yes | The email address the invitation will be sent to. | |
| First Name | No | The invitee's first name. Included in the invitation email. |
| Surname | No | The invitee's surname. Included in the invitation email. |
| Role | Yes | The role the user will be assigned when they accept. See Roles below. |
Click Send Invitation to dispatch the email.
What Happens After You Send
The invitee receives an email containing your team name, your team logo, the name of who invited them, and a link to create their account. Clicking the link takes them to the CheckFlow sign-up page where they complete their registration and are automatically added to your team with the assigned role.
Invitations expire after one month. If an invitation is not accepted in that time it will need to be resent.
Pending Invitations
All outstanding invitations appear in the Invitations section of the Users tab, below the member list. Each row shows:
- The invitee's name and email address
- The role they have been invited as
- The expiry date
- Who sent the invitation and how many times it has been sent
Resending an Invitation
If an invitee has not yet accepted or their invitation has expired, click the Actions dropdown on their row and select Resend Invitation. The expiry date resets to one month from the resend date.
note
Invitation sending is rate limited. If you send too many in a short period you will be asked to wait before sending more.
Cancelling an Invitation
To cancel a pending invitation, click Actions and select Delete Invitation. The invitation is removed immediately and the link in the original email will no longer work.
If the Email Is Already in Use
If the email address belongs to an existing team member, the invitation will not be sent and an error message will be shown.
If the email already has a pending invitation, a new invitation is not created. Instead, the existing invitation is updated with any new name or role details you entered and resent to the same address.
The Users List
The Users tab displays all current team members in alphabetical order. Each row shows:
| Column | Description |
|---|---|
| Name | The user's full name, linked to their profile page. |
| E-Mail Address | The user's email address. |
| Active? | A toggle switch to enable or disable the account. |
| Role | A dropdown to change the user's role. |
| Permissions | A multi-select dropdown for Member-level permissions (see below). |
Click a user's name or avatar to open their full profile page, where you can also view their group memberships, activity history, and date/time preferences.
Enabling and Disabling Users
The Active? toggle on each row controls whether a user can access CheckFlow. Turning it off immediately prevents the user from logging in. Their data, assignments, and history are all preserved and the account can be re-enabled at any time by turning the toggle back on.
There are two restrictions:
- You cannot disable your own account. Ask another Administrator to do this if needed.
- At least one active Administrator must remain at all times. You cannot disable the last active Administrator on the team.
When a user is disabled their Role and Permissions dropdowns are greyed out. They become editable again once the account is re-enabled.
Roles
Every team member has one of three roles. The role is changed using the dropdown in the Role column of the Users list. Changes take effect immediately.
Administrator
Administrators have full, unrestricted access to every feature in CheckFlow, including team settings, billing, user management, and all templates and checklists. The Permissions dropdown is not applicable to Administrators.
There must always be at least one active Administrator. You cannot change the last active Administrator's role away from Administrator.
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If you change your own role away from Administrator you will be redirected to the Dashboard and will immediately lose access to the Team Management page.
Member
Members have access to the features their permissions allow. When a user is assigned the Member role, all permissions are enabled by default. Permissions can then be adjusted individually. See Member Permissions below.
Guest
Guests have a fixed, limited level of access and cannot be given additional permissions. The Guest role is intended for users who only need to view or complete tasks in checklists they have been given access to. Guest accounts are free and do not count toward your billable seat limit.
Member Permissions
When a user's role is set to Member, their permissions can be customised using the dropdown in the Permissions column. All permissions are enabled by default for new Members. Uncheck any permission to remove that access.
The available permissions are:
| Permission | What it allows |
|---|---|
| Template Viewer | View templates without being able to create or edit them. |
| Template Creator | Create new templates and edit existing ones. |
| Checklist Creator | Create new checklists from templates. |
| Schedule Creator | Create and manage scheduled checklists. |
| Schedule Viewer | View existing schedules without being able to create or edit them. |
| Task Creator | Create standalone tasks. |
| Report Creator | Create and share custom report views. |
| Analytics Viewer | Access the analytics and reporting section. |
| Knowledge Base Viewer | View knowledge base articles. |
| Knowledge Base Creator | Create and edit knowledge base articles. |
The Permissions dropdown is disabled for Administrator and Guest roles. It is only active for users with the Member role who have an active account.
Notifications
Team members and Administrators receive in-app notifications when their account is changed. The following actions trigger notifications to all other Administrators:
- A new invitation is sent
- A user's active status is changed
- A user's role is changed
The user whose account was changed also receives a notification for role and status changes. The Administrator who made the change is excluded from receiving the notification for that action.