> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/admin-overview/manage-roles-permissions.md). # How to Manage Users and Permissions ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**, **Supervisor**, or **Support** to access Manage Users. ### Permission roles | Role | Access Level | | ---------------------- | ---------------------------------------------------------------------------------------------------------------------------------- | | **Administrator** | Full access to manage all platform settings and delete capabilities | | **Supervisor** | Ability to create, edit and view all aspects of member/guest experience + exports and other super user settings | | **Experience Manager** | Ability to create, edit and view all aspects of member/guest experience | | **Manager** | Ability to view and manage the member experience with no access to spend, notes and certain personal info (confidential info) | | **Waitstaff** | Provides limited access to member data in order to service the member with no access to sensitive or confidential info | | **Support** | All sensitive and confidential info will be masked, however they will have admin access to configure the platform | | **Account Rep** | Allows user to create a portfolio of clients. Information is restricted to CRM profiles of people they enrolled or are assigned to | | **API Account** | Allows you to link your data to other external platforms | | **No Access** | Used to link POS order data to employees | > **Note**: The Check-In App requires an **Administrator** account — assign **Administrator** to staff who need to run it. For the detailed permission grid showing exactly what each role can access, see the [User Permissions Grid](https://peoplevine-my.sharepoint.com/:x:/p/irina/IQA-TQrPELaKSL6CvM1lnyeDAUlhkC-Bi4kaCHakq7Pp27k?e=lQZEfH). ### Instructions #### Invite a new user 1. Click the **company name dropdown** in the top-right corner and select **Manage Users**. 2. Click **INVITE NEW USER**. 3. Enter the user's **First Name** and **Email Address**. 4. Assign a **permission role**. Only roles with Control Panel access can be invited: Administrator, Supervisor, Experience Manager, Manager, Waitstaff, or Account Rep. 5. Click **Submit**. The user receives an invite link via email. #### Manually add a user 1. Navigate to **Manage Users** and click **MANUALLY ADD USER**. 2. Fill in the user's details. Required fields: **First Name**, **Last Name**, and **E-mail Address**. 3. Set a **Dashboard Password** (Password and Confirm Password). 4. Under **Permissions and Settings**, set the **User Status** and select a **Permission Level**. 5. Select the **Dash Version** (Standard or Pro). For details on how these differ, contact your Peoplevine Account Manager. 6. Optionally, enable **Azure Active Directory** authentication. 7. Click **CREATE USER**. 8. Share the login credentials with the user securely. #### Change a user's permission role 1. Navigate to **Manage Users**. 2. Use the **Permissions** filter dropdown to find users by role, or search by name. 3. Click **Edit** on the user's row. 4. Update the user's **permission role** as needed. 5. Click **Save**. #### Deactivate a user 1. Navigate to **Manage Users** and click **Edit** on the user's row. 2. Change the user's status to **Inactive**. 3. Click **Save**. The user can no longer log in, but their historical activity is preserved. #### Reset a password Users can reset their own password by clicking **Forgot Password?** on the login page. An administrator can also set a user's status to **Change Password** to prompt them to reset on next login. To reset a password on behalf of a user: 1. Navigate to **Manage Users** and click **Edit** on the user's row. 2. Enter a new temporary password in the **Dashboard Password** field. 3. Click **Save** and share the password securely. ### User statuses | Status | Meaning | | ------------------------------- | -------------------------------------- | | **Active** | Account is live and usable | | **Pending Acceptance** | Invitation sent, not yet accepted | | **Required to Change Password** | User must reset password on next login | | **Inactive** | Account is disabled | > **Note**: Admin users are staff accounts for the Control Panel. They are separate from CRM contacts (members/guests who access the member portal). ### Best Practice Regularly review the user list to deactivate accounts for staff who have left. Assign the permission level that matches each user's responsibilities. ### What Happens Next * **On the system side**: Invited users receive an email with a link to accept the invitation and set up their account. Manually added users can log in immediately with the credentials provided. Role changes take effect on the user's next login. *** *Last updated: 2026-06-12* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.peoplevine.com/products/control-panel-overview/admin-overview/manage-roles-permissions.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. 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