# Manage users

<div class="ng-access" markdown>
**Who can do this:** <span class="ng-badge ng-badge--superuser">Superuser</span> <span class="ng-badge ng-badge--admin">Admin</span> &nbsp;·&nbsp; **Where:** Dashboard → Administration → **Manage Users**
</div>

Review every user account in your tenant, add users, resend password setup links, edit accounts, and deactivate users who should no longer sign in. The page header shows your current user count, and the same count appears below the table.

<!-- SCREENSHOT: manage-users-01.png — full user table with search bar, role badges, and row actions -->

## Reading the user table

Users are listed sorted by role, then username. Each row shows:

| Column | What it shows |
|---|---|
| **Name** / **Username** | The person's full name and their sign-in username |
| **Email** | A mail link — selecting it opens your email app addressed to them |
| **Role** | <span class="ng-badge ng-badge--superuser">Superuser</span> <span class="ng-badge ng-badge--admin">Admin</span> <span class="ng-badge ng-badge--fieldtech">Field Tech</span> or <span class="ng-badge ng-badge--viewer">Viewer</span> |
| **Client Access** | *All clients*, *No access*, or the name of the single client a Viewer is assigned to |
| **Created** | The date the account was created |
| **Actions** | **Edit**, **Resend Link**, and **Delete** — see below for when each appears |

### Why some rows have fewer action buttons

This is by design, not a glitch:

- **Edit** appears on every row.
- **Resend Link** appears on every row *except your own* (you can't resend a setup link to yourself — use the *Forgot password* option on the sign-in page instead).
- **Delete** appears only for users whose role is **strictly below yours**. An Admin can delete Field Techs and Viewers, but not other Admins and never themselves. This prevents admins from removing each other or locking themselves out.

## Search for a user

1. Type a name, username, or email fragment into **Search users…**.
2. Select **Search**. The header updates to show how many users matched.
3. Select **Clear** to return to the full list.

## Add a user

Select the **Add User** bar to expand the inline form — it's the same form documented in [Add a user](add-a-user.md), including the role and client-access rules. If a validation error occurs, the section reopens automatically with the error shown at the top.

!!! note "Superusers see one extra field"
    A Superuser also gets a required **Tenant** selector, because a superuser can create users in any tenant. The Client Access list then filters to show only that tenant's clients, and NorthGrid double-checks on save that the chosen client belongs to the chosen tenant.

## Resend a password setup link

Use this when a welcome email failed, never arrived, or its 24-hour link expired.

1. Find the user's row and select **Resend Link**.
2. A confirmation dialog shows exactly who the link will go to — verify the name and email.
3. Select **Send Link**.

!!! warning "Old links stop working"
    Resending **invalidates any previously issued links** for that user. The new link expires in **24 hours**, same as the original.

## Edit a user

Select **Edit** on the user's row to open their account page, where you can change their details, role, and client access.

## Delete (deactivate) a user

"Delete" in NorthGrid is a **deactivation**, not an erasure — the person can no longer sign in, but everything they created is preserved and stays attributed to them.

1. Find the user's row and select **Delete**. (If the button isn't there, their role isn't below yours — see [above](#why-some-rows-have-fewer-action-buttons).)
2. The confirmation dialog states who you're about to deactivate — verify the name.
3. Select **Deactivate User**.

The user disappears from the list and the tenant's user count decreases. Because the account is deactivated rather than destroyed, their email address becomes available for a new account in the tenant.

## Troubleshooting

**"Please select a tenant for this user."** *(Superuser only)*
:   The Tenant selector was left on *— Select tenant —*. Pick the tenant the user belongs to.

**"Selected client does not belong to the selected tenant."** *(Superuser only)*
:   The client picked in Client Access is from a different tenant than the one selected above. Re-pick the client after choosing the tenant — the list filters automatically.

**"No users matched your search."**
:   The search term didn't match any name, username, or email in this tenant. Select **Clear** and try a shorter fragment.

**A former employee's row is gone but I need their history.**
:   Deactivation preserves records — their historical entries remain attached to their account throughout NorthGrid even though they no longer appear in this list or sign in.

For Add User error messages (invalid email, duplicate email, viewer/client rules), see [Add a user → Troubleshooting](add-a-user.md#troubleshooting).

## Related articles

- [Add a user](add-a-user.md)
- [Setting your password](../getting-started/set-your-password.md)
- [Configure SMTP settings](smtp-settings.md) — required for welcome and resend emails to deliver