Users

Users are the people who sign in to Edmissa. A user account controls login details, account status, assigned roles, location access, supervisors, password setup, and active sessions.

Use this guide when you need to invite a team member, update a user's access, assign a supervisor, reset a password, or deactivate an account.

Before you start

Prepare these items before adding users:

Item	Why it matters
Location assignment	Active users normally need at least one active location.
Role assignment	Each user needs at least one role before they have useful working access.
Login details	Your workspace may require email, phone number, or both.
Supervisor plan	Decide who the user reports to when manager visibility matters.
Password setup choice	Decide whether the user should receive an invite link or start with a manual password.

Create or confirm locations and roles before inviting the full team.

Open user management

Use this path when you want to add or manage users:

Open Settings.
Select Users.

The User Management page includes All, Active, and Inactive user tabs, search, role-based filtering, user statistics, active session counts, and a table of users.

User Management screen showing user statistics, filters, and the user table. — User Management is where admins review account status, roles, supervisors, active sessions, and last login activity.

The table can show:

Column	What it tells you
User	The user's name, email, and phone number when phone login is enabled.
Roles	The roles currently assigned to the user.
Supervisor	The user this person reports to, if one is assigned.
Status	Whether the account is active, inactive, locked, or still pending an invite.
Sessions	How many active sessions the user currently has.
Created	When the account was created.
Last Login	The most recent login date, or Never.

Use the row menu to view details, edit the user, manage roles, manage the supervisor, reset the password, end active sessions, unlock the account, activate or deactivate the user, or delete the user.

Create a user

Use this flow when adding a team member:

Open Settings.
Select Users.
Select Invite User.
Enter First Name and Last Name.
Enter the login details required by your workspace, such as email, phone number, or both.
Choose whether to send an invite link or set a password manually.
Select at least one role.
Assign at least one location.
Confirm or choose the default location.
Keep Active Account turned on if the user should be able to sign in.
Create the user.

Invite User form showing password setup and role selection. — Password setup controls whether the user receives an invite link or starts with a manually set password. Role selection decides the access profile assigned to the user.

When Send Invite Link is selected, Edmissa generates a secure invite link so the user can set their own password. If Send Invitation Email is turned on, the invite is emailed automatically. If it is turned off, copy the invite link from the user profile and share it directly. Invite links expire after seven days.

When Set Password Manually is selected, the admin enters a password that follows the workspace password policy. Share manually created passwords through a safe channel and ask the user to change it when appropriate.

Required user details

Setting	How to use it
First Name and Last Name	Use the person's real working name so assignments and reports are readable.
Email Address	Required when the workspace uses email login. Also used for notifications.
Phone Number	Required when the workspace uses phone login.
Roles	At least one role is required. Multiple roles combine permissions.
Locations	At least one active location is required for normal users.
Default Location	The primary location used when a user belongs to more than one location.
Active Account	Allows the user to sign in and work in Edmissa.

If no default location is selected, Edmissa uses the first assigned location as the default.

Manage an existing user

Open a user from the User Management table when you need to review their access or account status.

Use these actions carefully:

Action	Use it when
Edit User	Update name, email, roles, locations, active status, or password-change requirement.
Manage Roles	Change role assignments and review the effective permissions from all selected roles.
Manage Supervisor	Set or remove the user's supervisor.
Reset Password	Set a new password for the user.
End Sessions	Sign the user out of active sessions.
Unlock Account	Clear an account lock after the login issue is resolved.
Deactivate	Stop the user from signing in while keeping their historical work visible.
Delete User	Remove the user account when it should no longer exist. Use deactivation when you only need to stop access.

Sensitive changes may ask the admin to confirm their identity again. Role changes, deactivation, password resets, and deletion should be treated as privileged actions.

An admin cannot deactivate or delete their own account from the user row actions.

Use supervisors

Supervisors help represent who a user reports to.

Use this flow to assign a supervisor:

Open Settings.
Select Users.
Open the user.
Select Manage Supervisor.
Choose an active user as the supervisor.
Select Assign Supervisor.

Supervisor rules:

Rule	Meaning
One supervisor	A user can have one supervisor at a time.
No self-supervision	A user cannot be their own supervisor.
No circular chain	Edmissa prevents reporting loops.
Active supervisors only	Inactive users cannot be assigned as supervisors.

Use supervisors for team visibility and manager review. Use locations for branch or operating access. Use roles for permissions.

Test a user before inviting the team

Before inviting the full team:

Create one safe test user.
Assign the same role and location pattern planned for real users.
Sign in as the test user.
Confirm the user can open the correct pages.
Confirm the user can see the correct students and applications.
Confirm restricted records and settings are hidden.
Deactivate the test user or keep it clearly marked for future checks.

Test with sample records in more than one location when your agency has multiple branches.

Guide	Use it for
Roles	Create the roles that users receive.
Permissions and scope	Understand why a user can or cannot see records and actions.
Locations	Configure the location assignments required for users.
Security and audit	Review passwords, sessions, account protection, and audit history.
Access and permissions troubleshooting	Diagnose missing pages, disabled actions, and account access problems.

On this page