Adding and Managing Users

Add people and set their site and module access from Settings > User Management. Site Managers can inspect the roster; Site Admins add users and change memberships.

Before you start

You need the Manager or Admin role for the Site module to open User Management. You need the Admin role for the Site module (Site Admin) on every site where you will grant or change access. If you only see View Access, or you do not see Add User, contact a Site Admin.

Add a user

Site Admins add a person from the Users tab. CalmCompliance creates the membership with the access you select; there is no separate invitation-acceptance step.

Go to Settings > User Management.
On the Users tab, click Add User.
Enter First Name, Last Name, and Email Address.
In Access Control, set site access and choose a role for each module: Member, Manager, or Admin.
- Use Set All next to a site to apply the same role across all modules for that site.
- Someone can have different roles at different sites.
- Access to a parent site includes its child sites.
- You can only grant access for sites where you are a Site Admin.
(Optional) Turn on Create Personnel Record if your organisation uses the Personnel module and the option is shown.
(Optional) If you are an organisation owner on a top-level site, turn on Make Organization Owner only for trusted people who should have full owner access.
Click Add User.

When the organisation is live, newly added members receive the normal account-ready notification. When the organisation is in quiet setup and notifications are not active yet, the person is not emailed until you start sending notifications.

View or change access

Site Managers and Site Admins can open a member’s access. Only Site Admins can change it.

Go to Settings > User Management.
Find the person on the Users tab.
Click View Access to inspect their roles, or Edit Access if you are a Site Admin and need to change them.
On Edit Access, update names if needed, adjust Access Control, then click Save Changes.

Site Managers see View Access only. They cannot add users, edit access, bulk edit, remove access, hide users, import users, or manage permission templates.

User Management tabs

User Management has three tabs:

Users — roster, add user, and access actions
Templates — permission templates (Site Admins only; Site Managers do not see this tab)
Groups — directs you to manage groups in Contacts > Groups

Invite from a personnel record

If someone already has a personnel record and is not yet a user, open their person page and use Invite as User. That action still needs Site Admin authority on every site you grant. It links the new membership to the existing personnel profile.

For creating the personnel record first, see Add a personnel record.

Import many users at once

To add multiple users from a CSV or Excel spreadsheet, use Import users from a spreadsheet from Settings > Imports. Import also requires Site Admin authority on every site included in the access policy.

Setup Mode and new members

If the organisation is in quiet Setup Mode when you add a member, account-ready and identity messages follow the organisation’s notification settings. Other organisation notifications wait until the owner takes the organisation live. See Using Setup Mode.

Common questions

Can I change someone’s permissions after I add them?

Yes. A Site Admin can open Settings > User Management, find the person, and use Edit Access.

Why don’t I see Add User or Edit Access?

Site Managers can open User Management and use View Access, but only Site Admins can add users or change memberships. Contact a Site Admin if you need a change made.

Can someone have access to some sites but not others?

Yes. Access is set site-by-site in Access Control.

What’s the difference between sites and modules?

Sites are locations or organisational boundaries. Modules are product areas such as Documents, Operations, or Risks. You set a role at each site and module intersection.

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