TheContractorsToolbox
TheContractors
Toolbox
LoginStart Free Trial
All documentation

Account and User Management

Manage user accounts, profiles, password security, active company switching, and personal settings.

Overview

Account management controls how each person accesses the platform and receives updates. Good account hygiene protects compliance data and keeps audit trails reliable.

[SCREENSHOT: User Profile and Security Settings]

Why It Matters

  • Strong account controls reduce unauthorized access risk.
  • Correct profiles improve workflow routing and approvals.
  • Personal notification settings reduce missed actions.

Step-by-Step Instructions

User accounts and profile management

  1. Open your profile settings.
  2. Confirm name, role title, and contact details.
  3. Update profile information when responsibilities change.
  4. Save and notify your manager if permissions also need updating.

Employee invitations and access lifecycle

  1. Admins invite employees by email.
  2. Assign a role before sending invite.
  3. Expired invites are reissued, not reused.
  4. Remove access immediately for leavers and role changes.

Password and security settings

  1. Use a unique, strong password.
  2. Do not share credentials.
  3. Sign out on shared or temporary devices.
  4. Report suspicious activity to your admin.

Active company switching

If you work across multiple companies:

  1. Use the company switcher in the app shell.
  2. Confirm active company before approvals or submissions.
  3. Check workspace context in forms before saving.

Notification preferences

  1. Open notification settings.
  2. Enable critical compliance alerts first.
  3. Tune lower-priority updates based on role.
  4. Review preferences monthly.

[GIF: Updating Account and Notification Preferences]

Tips & Best Practices

  • Use role-based email groups for faster onboarding.
  • Audit inactive users monthly.
  • Keep profile job titles aligned with permission roles.

Warnings / Important Notes

  • Shared logins break auditability and should never be used.
  • Company switching mistakes can lead to work saved in the wrong context.
  • Removing user access should happen on the same day employment changes.

FAQ

Can one person belong to multiple companies?

Yes, if enabled by your organisation. Always check the active company before creating or approving records.

What happens if an invited user never accepts?

Admins can resend or revoke and reissue the invite.