Managing users and role permissions: common questions

This article helps admins with common questions about managing users. It covers existing or disabled users, disabling users, and role permissions for files, quotes and job visibility.

I get an error saying the email is "already associated with a user", but I can't see them in Users.

A user with that email may already exist on your account but be disabled, which hides them from the list. To check:

1. Go to Admin and select the Users tab.
2. Untick Hide Disabled.
3. If the user is listed, click Enable beside them, then click Yes on the Enable Access prompt.

They can then log in with their previous details. If they've forgotten their password, they can click Forgot Password on the login page to create a new one.

See Manage Your Existing Users. If you still can't find the user, contact support.

Can I disable a user and replace them with someone new?

Yes. Disabling a user stops them logging in but keeps all their historic data, such as timesheet entries. We recommend disabling rather than deleting, because deleting a user loses their historic data.

1. Go to Admin and click the Users tab.
2. Find the user and click Disable.
3. Click Yes on the Disable Access prompt.

Then invite the new user. See Manage Your Existing Users, How to add a new user and How to ensure Disabled Users don't show in timesheets.

My staff can't upload PDF files to a job's Files.

Adding files is controlled by the user's role:

1. Go to Admin > Users.
2. Click the role your staff are assigned to.
3. Tick the box to allow adding/managing files under Jobs.

See Manage Team Member Permissions and Attach files to your jobs (Desktop).

Why can a user create quotes but not send them?

By default, the Planner role can't send quotes. The role can be updated to allow sending quotes. See Manage Team Member Permissions.

To send emails from NextMinute, users also need to verify their email address. See Verifying your email address.

Can I hide prices in quotes from an Advanced user?

Yes. In the Advanced role, turn off:

1. The Pricing option entirely.
2. The ability to send a quote.

The user can then see item names and quantities in quotes, but no dollar amounts. See Advanced role Permissions.

Can a user see only their assigned jobs but still timesheet to other jobs?

No. You need to choose one of these:

• The user can see and timesheet to all jobs.
• The user can only see and timesheet to jobs assigned to them.

To limit a role to assigned jobs and tasks, tick User Assigned under Jobs and Scheduled Tasks in the role. See Manage Team Member Permissions.

Can I limit which jobs a user sees by job type?

There's no permission for this. As a middle ground, the user can filter the Jobs page by job type. They can still turn the filter off, but it keeps their list focused.