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Users

Updated

Users are individuals or systems that can log in to Administrate. Access is controlled through User Roles, which define what each User can see and do.

Note

Each User represents a single person or system. Sharing login credentials is not permitted and can lead to inaccurate audit history (for example, actions appearing under the wrong user).

Table of contents

User types

There are two types of Users in Administrate:

  • Core Users — people who log in and use the application
  • API Users — system users used for integrations

Billing

Your subscription includes a number of Users. You can increase or decrease this number at any time, with changes applied pro rata on your next invoice.

Suspended Users do not count toward your subscription but are retained for historical and audit purposes.

Special roles

Special roles in Users

Users can be assigned Special Roles such as Super User or Super Company User.

In addition to standard Roles, Administrate includes two Special Roles that cannot be replicated using permissions alone.

Super User

A Super User has full access to all Administrate functionality, including the Control Panel.

Super Users can:

  • access all Companies
  • manage Users and Roles
  • configure system settings

Super Company User

A Super Company User can access data across all Companies but does not have Control Panel access.

This is useful when Users need visibility across multiple business units without full administrative control.

For more granular access across specific Companies, see Sharing Agreements.

Core users

Core Users are standard Users who log in and use Administrate.

Add a Core User

Before creating a User, ensure a Contact exists and is marked as Staff.

  1. Go to the Core Users tab.
  2. Click Add Core User.
  3. Enter User details and select the correct Company and Contact.
  4. Select appropriate Role(s) and any Special Roles.
  5. Click Save.

Users can set their password using the “Forgot Password” link or update settings from the user menu.

Edit a Core User

  1. Select the User.
  2. Update the required fields.
  3. Click Save.

Suspend a Core User

Users cannot be deleted due to audit history. Instead, they can be suspended.

  • prevents login
  • prevents further actions
  • removes the User from active workflows
  1. Select the User.
  2. Set Suspended to Yes.
  3. Click Save.

Suspending users

Suspended Users are inactive but retained for audit history

API users

API Users are used for integrations via the REST API or GraphQL API.

Each integration requires its own API User and credentials.

Add an API User

  1. Go to the API Users tab.
  2. Click Add API User.
  3. Select the integration method in Product.
  4. Enter required details.
  5. Click Save.

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