Overview
Adding users to your organization gives your team access to CalmCompliance so everyone can view documents, complete forms, and manage their responsibilities. When you invite someone, you control exactly which sites they can access and what they're allowed to do—this creates a clear record of who has access to important information and keeps your organization secure.
Before You Start
You'll need the Manager role (or higher) for the Site module to invite people to your organization. If you don't see the Add User button, contact your site administrator to grant you Manager or Admin access for the Site module.
Inviting a New User
Navigate to Settings > User Management
Click the Add User button in the top right
Enter the person's First Name, Last Name, and Email Address
Choose their access level in the Access Control section:
Select which sites they can access (buildings, departments, or locations)
For each site, choose which modules they can use (Documents, Operations, Risks, etc.)
Pick their role for each module: Member (view-only), Manager (can edit), or Admin (full control)
(Optional) If your organization uses the Personnel module, you can toggle Create Personnel Record to automatically set up their staff record
Click Add User to send the invitation
The person will receive an email invitation to join your organization. Once they accept and create their account, they'll have access according to the permissions you set.
Understanding User Roles
When setting permissions, you'll choose a role for each module:
Member: View-only access—they can see information but can't make changes
Manager: Can make changes like creating and editing items, but can't change module settings or manage permissions
Admin: Full control including changing module settings, managing permissions, and deleting items
Granting Access to Multiple Sites
If your organization has multiple sites (like different buildings or departments):
In the Access Control table, you'll see a row for each site
Click the dropdown in each column to set permissions for that site and module combination
You can give someone different permissions at different sites—for example, they might be a Member at Site A but an Admin at Site B
Use the Set All button next to each site to quickly grant the same role across all modules for that site
If you have a main site with child sites underneath it, granting access to the main site automatically includes the child sites.
Making Someone an Organization Owner
Organization owners have complete control over all sites and modules. Only existing owners can promote someone to owner status.
If you're an owner and want to make someone else an owner:
When adding the user, toggle Make Organization Owner to on
This automatically grants them admin access to everything
Click Add User to complete the invitation
Important: Owners can invite users, delete data, and change any setting across your entire organization. Only make trusted team members owners.
What Happens After You Invite Someone
They receive an email with a link to join your organization
They create an account (or sign in if they already have one)
They get access immediately to the sites and modules you specified
You'll see them in the user list and can edit their permissions anytime
Common Questions
Can I invite someone without giving them access to anything?
No, you must grant at least one permission when inviting someone. If you want to add them to the organization but decide their permissions later, you can grant minimal access (like Member role on one site for one module) and update it afterward.
What if someone doesn't receive the invitation email?
Ask them to check their spam folder. If it's still not there, you can view their user record and see their invitation status. If needed, remove them and send a new invitation.
Can I change someone's permissions after I've invited them?
Yes! Go to Settings > User Management, find the person in the list, and click Edit Access. You can adjust their site access and module permissions anytime.
What's the difference between sites and modules?
Sites are physical or organizational boundaries (like buildings, departments, or locations). Modules are features of CalmCompliance (like Documents, Operations, or Risks). You control access at the intersection of sites and modules—someone might have access to Documents at Site A, but not Operations at Site A.
Do I need to invite everyone individually?
Yes, each person needs their own invitation to create their account. Once they're in the system, you can use Groups to organize people and bulk-edit permissions for multiple users at once.
Can someone have access to some sites but not others?
Absolutely. This is one of the key features of the permission system. You control access site-by-site, so someone can be an admin at one location and have no access to another.