Welcoming new joiners, restructuring your team, or handling a colleague’s departure all require updating your users’ access in Upflow. Keeping your organization’s permissions accurate ensures everyone has the right visibility and actions in the platform. As an Admin, you can easily manage access levels directly from your Upflow Settings > Users.

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Invite and manage your team

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Create users

From your Users settings, click Add to create new user profiles. Enter the email address, permission and role (detailed below in the article), add a group if needed (can be edited later). If you wish to create the user without inviting your teammate right away, untick the dedicated option at the bottom. And save.

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Bulk create/invite your collaborators

If multiple users share the same role, position, and group, you can bulk invite them by adding their email addresses, separated by commas, up to 100:

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Understanding user fields

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Search, filter & edit profiles

You can search, filter, and sort your users the way you do other Upflow lists. You can take action on any user by clicking on the three dots next to their name. Update their Position and/or Group as needed. Click Save. Ask the updated user to refresh their Upflow tab if they’re already logged in, to ensure the new permissions take effect.

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Can I edit a user’s email address?

If a user’s email address changes, you can ask our Support to update their email address here, with:

• Current user email address + New email address

Or you can create a new profile with the new email address, reassign the clients to the new profile, and remove the old one. You might also need to change action owners if specific users are used in workflows (see here).

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Roles & Positions

Roles determine what users can access and configure. Positions define what data they can see and how they interact with workflows. Let’s break this down.

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Roles Overview

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Role access matrix

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Roles

🟡 ☝️ Under certain conditions based on the position associated. More information below in the Positions section.

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Actions per role

🟡 👆 Personal information (name/signature) can only be updated at a personal level from the Profile section.🟡 👆 Send planned reminders: only if you’re the action’s owner.🟡 👆 Send action campaigns: available to all, but limited for users that are “Member + Account managers” to the customers they’re assigned to.

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Positions

Positions define data visibility and scope of action within Upflow.

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Role/Position combinations Overview

Overall, if the Role is Admin, all three positions give the same access and permissions across the app. The only differences you can notice will be:

• within workflow action ownership
• nofitifications
• fall back logics in the product - most are linked to the Finance user position

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Error messages

A limited access can lead to error messages when trying to access a page. For example, a user with the combination Member/Account manager, can’t be tagged in a customer/invoice timeline they’re not assigned to. If you share a customer/invoice page URL with them, if they aren’t assigned to the related customer, they will see the following error messages: