Inviting and Managing Team Members

This guide shows you how to add users to your UniAsset organization, assign appropriate roles, and manage team access.

Prerequisites

Who can invite users:

• ✅ Owner: Full user management access
• ✅ Admin: Can invite and manage users (except cannot delete Owner)
• ❌ Manager: Cannot invite users
• ❌ Viewer: Cannot invite users

Plan limits:

• Free Plan: 1 user (you)
• Starter Plan: Up to 3 users
• Growth Plan: Up to 10 users
• Enterprise Plan: Unlimited users

💡 TIP: Check your current user count in Settings → Users. If you've reached your plan limit, you'll need to upgrade your subscription before inviting more users.

Inviting a New User

Step 1: Navigate to User Management

1. Log in to UniAsset
2. Click Settings in the left sidebar
3. Select Users tab
4. Click + Invite User button

Step 2: Enter User Details

Email Address (required):

• Enter the user's work email address
• This is where the invitation will be sent
• Must be a valid email format

Role (required):

• Select the appropriate permission level (see Role Guide below)

Send invitation email:

• ✅ Checked (default): User receives email with setup link
• ❌ Unchecked: User account created but no email sent (useful for manual setup)

Step 3: Send the Invitation

1. Click Send Invitation button
2. User receives email with subject: "You've been invited to UniAsset"
3. Their status shows as "Pending" in the user list

Step 4: User Accepts Invitation

The invited user must:

1. Check their email inbox (and spam folder)
2. Click Accept Invitation link in the email
3. Create a password (8+ characters, must include letters and numbers)
4. Click Complete Setup
5. Log in to UniAsset

After setup, their status changes from "Pending" to "Active" in the user list.

Understanding User Roles

UniAsset has four permission levels. Choose the least privileged role that gives the user what they need.

Owner Role

Who should have this:

• Organization founder
• CEO/Executive
• Billing contact

Permissions:

• ✅ Everything an Admin can do, PLUS:
• ✅ Manage billing and subscription
• ✅ Delete the organization
• ✅ Transfer ownership to another user
• ✅ Cannot be removed by Admins

Limitations:

• Only ONE Owner per organization
• Owner role can be transferred but not deleted

⚠️ WARNING: Owner has full system access including billing. This role should be reserved for a single trusted person.

Admin Role

Who should have this:

• IT Manager
• Operations Manager
• Department heads who need full system access

Permissions:

• ✅ Create, edit, delete assets
• ✅ Log maintenance
• ✅ Upload/delete documents
• ✅ Invite and remove users (except Owner)
• ✅ Manage settings (categories, locations, departments, statuses)
• ✅ View and run all reports
• ✅ Access all assets (even those assigned to others)
• ❌ Cannot manage billing
• ❌ Cannot delete the organization

Use cases:

• Full-time asset managers
• IT administrators who configure the system
• Anyone who needs complete data access without billing control

Manager Role

Who should have this:

• Department supervisors
• Facility managers
• Team leads

Permissions:

• ✅ Create, edit assets
• ✅ Log maintenance
• ✅ Upload documents
• ✅ View all assets and reports
• ❌ Cannot delete assets
• ❌ Cannot invite or remove users
• ❌ Cannot change system settings
• ❌ Cannot delete maintenance logs or documents

Use cases:

• Field technicians who log repairs
• Department managers who track their team's equipment
• Anyone who needs to add/update asset data but not configure the system

Viewer Role

Who should have this:

• External auditors
• Contractors
• Read-only stakeholders
• Interns

Permissions:

• ✅ View assets and their details
• ✅ View maintenance history
• ✅ View documents
• ✅ Run and export reports
• ❌ Cannot create or edit anything
• ❌ Cannot upload documents
• ❌ Cannot log maintenance

Use cases:

• Auditors who need read-only access
• Executives who want visibility without editing
• Contractors who need to reference equipment specs

Permission Comparison Table

Managing Existing Users

Viewing All Users

1. Navigate to Settings → Users
2. See list of all users with:
   • Name
   • Email
   • Role
   • Status (Active, Pending, Suspended)
   • Last login date

Changing a User's Role

1. Go to Settings → Users
2. Find the user in the list
3. Click the Role dropdown next to their name
4. Select new role (Owner, Admin, Manager, Viewer)
5. Confirm the change

💡 TIP: Role changes take effect immediately. The user doesn't need to log out/in.

Suspending a User

What it does: Temporarily disables access without deleting the account.

When to use:

• Employee on leave
• Contractor between assignments
• Temporary suspension pending investigation

How to suspend:

1. Go to Settings → Users
2. Click ⋮ (three dots) next to the user
3. Select Suspend User
4. Confirm

What happens:

• User cannot log in (gets "Account suspended" message)
• User's API tokens are revoked
• Assets remain assigned to the user
• Billing slot is still occupied (does NOT free up a user seat)

To reactivate:

1. Click ⋮ next to suspended user
2. Select Reactivate User

Removing a User Permanently

What it does: Deletes the user account and frees up a user seat.

When to use:

• Employee has left the company
• Contractor engagement ended
• User no longer needs access

How to remove:

1. Go to Settings → Users
2. Click ⋮ (three dots) next to the user
3. Select Remove User
4. Confirm deletion

What happens:

• User account is deleted
• User seat is freed up (can invite another user)
• Assets assigned to this user are unassigned (set to "Unassigned")
• Maintenance logs created by this user remain (shows "Deleted User" as creator)

⚠️ WARNING: User deletion is permanent and cannot be undone. The user will need to be re-invited if they need access again.

Resending Invitations

If a user didn't receive the invitation email or the link expired (invitations expire after 7 days):

1. Go to Settings → Users
2. Find the user with status "Pending"
3. Click ⋮ (three dots)
4. Select Resend Invitation
5. New email is sent with fresh link

Transferring Asset Assignments

When removing a user who has assets assigned to them, you should reassign their assets first:

Manual Reassignment (Small Number of Assets)

1. Go to Dashboard → Assets
2. Filter by "Assigned To" = [Departing User]
3. For each asset:
   • Click asset name to open details
   • Click Edit Asset
   • Change "Assigned To" to new user
   • Save

Bulk Reassignment (Future Feature)

Currently, bulk reassignment is not available. If you need to reassign 10+ assets, contact support at support@uniasset.app for assistance.

Common Scenarios

Scenario 1: Employee Joins

Steps:

1. Invite user with Manager role (most common)
2. User accepts invitation and logs in
3. Assign relevant assets to the user (laptops, tools, etc.)

Scenario 2: Employee Leaves

Steps:

1. Reassign their assets to a new user or "Unassigned"
2. Remove user from Settings → Users
3. User seat is freed for new hire

Scenario 3: Contractor Needs Temporary Access

Steps:

1. Invite contractor with Viewer role (read-only)
2. Set calendar reminder for contract end date
3. Remove user when contract ends

Scenario 4: Promote User to Admin

Steps:

1. Go to Settings → Users
2. Change their role from Manager to Admin
3. Notify user of expanded permissions

Troubleshooting

User didn't receive invitation email

Possible causes:

• Email went to spam folder → Ask user to check spam
• Email address has typo → Remove user and re-invite with correct email
• Corporate email filter blocked it → Whitelist emails from noreply@uniasset.app

Solution:

1. Verify email address is correct in user list
2. Click ⋮ → Resend Invitation
3. If still not received, contact support@uniasset.app

"User limit reached" error when inviting

Cause: You've hit your plan's user limit.

Solution:

1. Check Settings → Billing to see current plan
2. Remove inactive users to free up seats, OR
3. Upgrade your plan to add more user seats

Can't remove the Owner

Explanation: The Owner role cannot be deleted, only transferred.

Solution:

1. Owner must log in
2. Go to Settings → Users
3. Click ⋮ next to another Admin
4. Select Transfer Ownership
5. Confirm transfer
6. New Owner can now remove the original owner (demoted to Admin)

Security Best Practices

Use Least Privilege

Give users the minimum permissions they need:

• Most users should be Managers or Viewers
• Limit Admin role to 2-3 trusted individuals
• Only ONE Owner (can't be deleted accidentally)

Regular Access Reviews

Every quarter:

1. Review Settings → Users list
2. Remove users who no longer need access
3. Downgrade roles if users' responsibilities changed

Password Requirements

UniAsset enforces:

• Minimum 8 characters
• Must include letters AND numbers
• Passwords are encrypted and never stored in plain text

Encourage users to:

• Use unique passwords (not reused from other services)
• Enable password manager (1Password, LastPass, Bitwarden)

Two-Factor Authentication (Future Feature)

2FA is planned for a future release. Stay tuned!

Related Articles

• Understanding Roles & Permissions — Detailed permission matrix
• Quick Start Guide — Initial setup
• Subscription Plans & Limits — User seat limits per plan
• Security Best Practices — Advanced access control

Need Help?

If you're having trouble inviting users or managing permissions, contact support at support@uniasset.app.