Invoice Genie gives administrators full control over team members through the User Management feature. You can add new users, assign roles, configure data access permissions, monitor activity through the User Dashboard, and manage active login sessions — all from your phone. This guide walks you through every part of User Management step by step.

Before You Begin

• User Management is only available to users with the Administrator role.
• Your organization has a user limit — you’ll see a counter showing how many slots are available when creating new users.
• There are four roles available: Administrator, Manager, Crew Member, and Accountant.

Step 1: Open User Management

1. Tap your profile avatar (the circle with your initials) in the top-right corner of the screen.
2. In the Account menu, scroll down to the Administration section.
3. Tap “User Management” (shown with a group icon).

The User Management screen shows a list of all users in your organization.

Step 2: Browse and Search Users

Each user in the list is displayed as a card showing:

• A circular avatar with the user’s initials (purple for Administrators, blue for all other roles)
• The user’s full name
• Their email address
• A role badge (e.g., “Administrator”, “Manager”, “Crew Member”, “Accountant”)
• A status badge — green “Active” or red “Inactive”

Searching for a User

Tap the magnifying glass icon in the top-right corner to reveal the search bar. Type any part of a user’s name, username, or email to instantly filter the list.

Step 3: Add a New User

1. Tap the “+” button in the top-right corner of the User Management screen.
2. The “Create User” form opens, showing a counter at the top (e.g., “3 out of 5 users created”).

Fill in the following details:

Account Information

• Username — A unique username for the new team member
• Email — Their email address (must be unique)
• Password — At least 8 characters
• Confirm Password — Must match the password

Personal Information

• First Name
• Last Name

Role & Status

• Role — Choose from: Administrator, Manager, Crew Member (default), or Accountant
• Active — Toggle on (green) to make the account active immediately, or off to create it in an inactive state

Data Access Permissions

This section appears for non-Administrator roles and controls what data the user can see:

“Access All Businesses” toggle:

• When ON:
  • View invoices & estimates across all businesses
  • View all clients in the organization
  • View receipts from all team members
  • View time entries from all team members
  • Receive notifications for all businesses
• When OFF:
  • Limited to assigned business only
  • View invoices, estimates & clients in assigned business only
  • Can only view own receipts & time entries
  • Notifications for assigned business only

Assigned Businesses

When “Access All Businesses” is turned off, you’ll see a list of all businesses in your organization, each with a toggle switch. Turn on the toggle for each business this user should have access to. At least one business must be enabled.

Assigning Clients per Business

Under each enabled business, you’ll see an “Assign Clients” button with a chevron arrow. Tap it to load and expand the list of clients for that business.

• Check a client’s name to assign them to this user for that business
• Uncheck a client to remove the assignment
• The header shows how many clients are assigned (e.g., “3 of 29 clients assigned”)
• If no clients are assigned, the user can see all clients in that business
• If one or more clients are assigned, the user can only see those specific clients plus any clients they created themselves

When you’re done, tap “Save” in the top-right corner.

Note: If you’ve reached your user limit, the “+” button will be dimmed. You’ll need to delete an existing user or contact support to increase your limit.

Step 4: Edit a User

To edit an existing user, simply tap their card in the User Management list. This opens the “Edit User” screen.

The Edit User form is the same as the Create User form with a few differences:

• The username cannot be changed (it’s shown but greyed out)
• There are no password fields — passwords can’t be changed through this screen
• All existing information is pre-filled and ready to update

You can change any of the following:

• Email address
• First and Last Name
• Role — Promote or change a user’s role at any time
• Active status — Toggle off to deactivate an account without deleting it
• Data Access Permissions — Adjust what businesses and data the user can see
• Assigned Businesses — Change which businesses the user has access to
• Client Assignments — Assign or remove specific clients for each business

Tap “Save” when you’re done making changes.

Step 5: View the User Dashboard

The User Dashboard gives you a quick overview of a team member’s invoicing and estimate activity.

To open it:

1. In the User Management list, swipe right on the user’s card.
2. Tap the “Dashboard” button (chart icon).

The dashboard displays a header card with the user’s avatar, name, email, and role, followed by two sections of statistics:

Invoice Statistics

Four cards shown in a grid:

Estimate Statistics

Four cards shown in a grid:

Tap any stat card to drill down into the full list of invoices or estimates for that user, filtered by the selected status.

Tip: Pull down on the dashboard to refresh the statistics. Data is cached for 5 minutes to keep things fast.

Step 6: Manage User Sessions

The Sessions view shows you where a team member is currently logged in, and lets you log them out remotely if needed.

To open it:

1. In the User Management list, swipe right on the user’s card.
2. Tap the “Sessions” button (clock icon).

The screen title shows “[Name]’s Sessions” (e.g., “Robert’s Sessions”). Each active session is displayed as a card with:

• A device icon (iPhone, iPad, desktop, etc.)
• The device name and platform (e.g., “iPhone 15 Pro (iOS)”)
• The IP address of the connection
• The login time — when the session started
• The last activity — when the user was last active

Clear All Sessions

To log a user out of all devices:

1. Tap the trash icon in the top-right corner.
2. Confirm by tapping “Clear All” in the dialog.

This immediately terminates all active sessions for that user, logging them out from every device. They’ll need to sign in again on each device.

When to use this: If a team member’s account may have been compromised, or if they’ve left the team and you want to ensure they’re logged out everywhere, clearing all sessions is the fastest way to secure their account.

Step 7: Delete a User

To remove a user from your organization:

1. In the User Management list, swipe left on the user’s card.
2. Tap “Delete”.
3. Read the warning carefully — deleting a user also removes all their invoices, estimates, clients, and business data.
4. Tap “Delete” to confirm.

Warning: Deleting a user is permanent and cannot be undone. All data associated with that user — including invoices, estimates, and clients — will be permanently removed. Consider deactivating the account instead (toggle Active to off in Edit User) if you want to keep their data.

Inviting Users with Registration Tokens

Instead of creating users manually, you can send an invitation link using Registration Tokens. This lets new team members set up their own account.

1. From the Account menu, tap “Registration Tokens” in the Administration section.
2. Tap the “Create Token” button.
3. Configure the token:
   • Role — The role new users will be assigned (Crew Member, Manager, Accountant, or Administrator)
   • Max Uses — How many people can use this link (default: 1)
   • Expires In (hours) — How long the link stays active (default: 24 hours)
   • Description (optional) — A note for your reference (e.g., “Token for new crew member — John Doe”)
4. Tap “Generate Token”.

A registration link is automatically copied to your clipboard. You can also:

• Copy — Copy the link again at any time
• Share — Open the iOS share sheet to send it via Messages, Email, or any other app

When the recipient opens the link, they’ll be taken to a registration page where they can create their account with the pre-assigned role.

Each token card shows its status at a glance:

• Active (green) — Ready to use
• Expired (orange) — Time limit exceeded
• Exhausted (orange) — All uses consumed
• Revoked (red) — Manually deleted

Understanding Roles

Administrators automatically have access to all businesses and all data. For other roles, you can fine-tune access using the Data Access Permissions, Assigned Businesses, and Client Assignments settings when creating or editing a user.

Tips for Managing Your Team

• Deactivate instead of deleting — If a team member leaves temporarily, toggle their Active status to off. This preserves all their data while preventing them from signing in.
• Use the Dashboard regularly — Check each team member’s invoice and estimate stats to stay on top of outstanding work.
• Monitor sessions — If you notice unfamiliar devices in a user’s sessions, clear all sessions and have the user change their password.
• Use Registration Tokens for onboarding — It’s faster and more secure than creating accounts manually, and new team members set their own password.
• Assign clients for focused access — Use client assignments to limit crew members to only the clients they work with, keeping their view clean and preventing accidental changes to other clients’ data.
• Limit business access — Use “Access All Businesses” carefully. Only give cross-business access to users who genuinely need it.

Summary

User Management puts you in full control of your team. Here’s a quick recap:

1. Open User Management from the Administration section in your profile menu
2. Browse users — see names, roles, and status at a glance
3. Add users with the “+” button or invite them with Registration Tokens
4. Edit users by tapping their card — change roles, permissions, business access, and client assignments
5. View the Dashboard (swipe right) for invoice and estimate statistics
6. Manage Sessions (swipe right) to see where users are logged in and log them out remotely
7. Delete or deactivate users when needed

With these tools, you can build the right team structure and keep full control over who accesses what in your organization.