Managing users

Only applies if your team has individual logins

Everything on this page assumes each person on your team signs in with their own 4admin account. If your firm uses one shared login, there are no separate users to manage, and nothing to reassign between people. To move from a shared login to individual logins, so you can control access, see who did what, and safely off-board leavers, email support@4admin.co.uk and we'll help you migrate.

Admins on plans with team logins can invite colleagues, set what each person can see and do, hand a person's work to someone else, and remove people who have left.

Who can manage users

Only admins can manage users. If you're an admin, you'll see a Manage Users card in Settings with your team table. If you don't see it, ask your administrator.

Your firm's main account is always an admin. It can't be deleted or have its admin status removed.

Access levels

Each user has three independent settings.

Data scope

Option	What it means
Just Their Data (default)	They can view and work on the clients, policies and LOAs they own. They can't see anyone else's records.
All Data	They can view and work on every client, policy and LOA in your organisation.

Users with Just Their Data can still reassign their own records to a colleague. See Reassigning ownership.

Admin access

Tick Admin access for people who run the team. Admins can:

• Invite and remove users
• Change other users' access levels
• Reassign any policy or LOA in the organisation to anyone
• Move everything a user owns to someone else in one go

Admin access is separate from data scope. An admin with Just Their Data can still manage the team, but their own lists only show their own work. Most admins want both admin access and All Data.

Read-only access

Tick Read-only access for people who need to see everything but change nothing, such as compliance or oversight roles. Read-only users can:

• View every client, policy and LOA in the organisation
• Export and download anything (Word, Excel, CSV, PDF summaries, master files)

They cannot create, edit, delete, send, share, upload or reassign anything. Any change they try is blocked with the message "Your account has read-only access and cannot modify data." They don't see Settings or the Smart Inbox, and they can't be made an owner of a client, policy or LOA.

Read-only forces All Data, and it can't be combined with admin access.

Feature Visibility

If your firm has Reconciliation as well as policy analysis, a Feature Visibility section lets you choose which of Policy Analysis and Reconciliation each user can see. At least one must be ticked.

The summary box

As you set these options, a blue box at the bottom of the form describes what the user will be able to do. For an admin it adds that they can reassign ownership of policies and LOAs across the organisation and bulk-reassign another user's records at any time. For a read-only user it confirms they can view and export everything but not change anything.

Inviting a user

1. In Settings → Manage Users, click Add
2. In Add a team member, enter their First name, Last name and Email
3. Choose their data scope, any feature visibility, and whether they get Admin access or Read-only access
4. Click Invite

They receive an email with their login details and a link to the knowledge base. Ask them to change their password on first login: click the user icon in the app, then Manage account → Security → Update password.

New users start with a copy of your firm's email templates.

Changing someone's access

1. In the team table, click the ⋮ menu on the user's row
2. Click Manage access level
3. Change their data scope, feature visibility, admin or read-only setting
4. Click Save

The change applies straight away on our side. The user may need to refresh the app, or wait a few minutes, before the new access shows for them.

Your own row shows as Admin (You) and has no menu.

Reassigning everything a user owns

If a colleague is changing role or going on leave, you can move all of their policies and LOAs to someone else without removing their account.

1. Click the ⋮ menu on their row
2. Click Reassign data
3. The Reassign data modal shows how many policies and LOAs will move. Pick the new owner. Read-only users are labelled "(read-only)" and can't be chosen, because they can't own records.
4. Click Reassign data

The move runs in the background and you'll get a notification in the bell when it's done. Their account stays active.

To move individual clients or LOAs rather than everything, see Reassigning ownership.

Deleting a user

When someone leaves, remove their login. 4admin requires you to hand their records to another user as part of the same step, so nothing is left without an owner.

1. Click the ⋮ menu on the user's row
2. Click Delete
3. Read the warning: "This user will be deleted as soon as their records are reassigned. This cannot be undone."
4. Under Re-assign all data to, choose the person who takes over their policies and LOAs
5. Click Re-assign records and delete user

You'll see a toast confirming the reassignment is running in the background, and you can carry on working.

What happens next

• Every policy and every LOA the user owned moves to the person you chose
• Once everything has moved, the user's login is revoked
• A notification lands in your bell, for example "Reassigned 37 policies and 12 LOAs - user deleted"
• If something goes wrong, the notification says so. Records that already moved stay moved, so it's safe to run the delete again
• The team table updates the next time you open Settings

Why there's no "delete only" option

Deleting a user without reassigning would leave their policies and LOAs sitting under a login that no longer exists, invisible in the app but still stored. To avoid that, 4admin only offers reassign-then-delete. If you want to keep the account but move the work, use Reassign data instead.

Good practice

• Keep the admin group small. One or two admins is usually enough.
• Give All Data to anyone who covers for colleagues, and Just Their Data to people who only work their own cases.
• Use Read-only access rather than a full login for anyone who only needs to review or export.
• Before someone leaves, decide who takes over their clients so you can pick them in the delete step.