Add, update, deactivate, or reactivate users

Users are managed on Configurations > General > Users. You add someone by inviting them, and you take access away by marking them inactive on their user page, or by removing them from the shop. There is no way to delete an account, on purpose: deactivating blocks sign-in and removing takes away shop membership, while keeping everything the person did (assignments, time records, payments they collected) attached to their name.

Managing users takes User Permissions on the Users resource: read to see the list, create to invite, update to edit or deactivate, and delete to remove from the shop. Anyone invited as a Shop Administrator has all four by default. The permissions themselves are a separate page and a separate topic; see Assign Shop Roles, shop access, and User Permissions.

Read the Users list

Configurations > General > Users lists everyone with access to the active shop, with their name, email, phone, Shop Roles, and status. Status is one of three values:

• Active: the person can sign in and work.
• Invite pending: invited, but they haven't accepted the invite and set a password yet.
• Inactive: deactivated; sign-in is blocked.

Use the search box to find a person by name, email, or phone, and the two dropdowns to filter by status or role. Click a row to open that person's user page.

Invite a new user

1. Open Configurations > General > Users and click Invite user.
2. Enter their name and email. Phone is optional.
3. Check at least one Shop Role: Technician, Service advisor, or Shop administrator.
4. Click Send invite.

We email them a link. They open it, set a password, and become active; until then they appear as Invite pending. The link is valid for 48 hours. If it expires before they accept, open the person from the Users list. On the Employee Information card, click Resend invite to send a fresh email, or Copy invite link to share the link another way when they can't receive email. Both buttons only appear while the invite is pending.

The roles you check do two things at invite time: they label the person, and each role applies a default set of User Permissions matched to the job. The onboarding guide summarizes what each role's defaults cover. The invite is the only moment roles apply defaults; after that, roles and permissions move independently.

An email address can hold one account across all of BayEngine. If the invite fails with "already exists", the person already has an account, often at another shop in your organization. Give that existing account access to your shop through its permissions instead of trying to create a second one.

Update a user's information

Open the person from the Users list. Their Info tab has two cards.

Employee Information holds name, email, phone, and status. Click Edit to change the name, phone, or the Active checkbox. Email is shown but can't be changed here; each person changes their own email and password from User Settings in their user menu at the bottom left.

Shop Roles is where you recheck the person's role labels. Changing roles after the invite changes only the label: no permissions are added or removed. If a technician becomes a service advisor, update their role here for the record, then grant the advisor permissions on the Permissions tab, following the permissions guide.

Deactivate a user who leaves the shop

1. Open the person from Configurations > General > Users.
2. On the Info tab, click Edit on the Employee Information card.
3. Uncheck Active and click Save changes.

Sign-in is blocked immediately. Every request from a deactivated account is rejected, so someone who is signed in when you save is cut off on their next action, not at their next login. What they see is covered in the sign-in guide.

Nothing else changes. The person stays in the Users list as Inactive (the status filter finds them), and every record they touched keeps their name: repair orders they were assigned to, time they clocked, payments they recorded. Their Shop Roles and User Permissions are kept too, dormant, which is what makes reactivation clean.

Two limits. You can't deactivate yourself; another administrator has to do it. And deactivation is account-wide, not per shop — in a multi-shop organization it blocks the person everywhere at once. To take someone out of one shop while they keep working at another, leave them active and use Remove from Shop on their user page instead (see below).

Remove a user from the shop

The Remove from Shop card at the bottom of the person's Info tab takes away their membership at the active shop only: their Shop Roles and User Permissions at this shop are deleted, and they disappear from this shop's Users list. Their account and their access to any other shops are untouched, and every record they touched here keeps their name. Removing takes User Permissions with the delete action on the Users resource, which Shop Administrators have by default.

Three limits. You can't remove yourself. Someone whose access comes from an organization-wide role has access to every shop, so they can't be removed per shop; manage them from organization team settings instead. And removal is not account deletion — the account still exists, so if it genuinely has to be removed, contact support.

Reactivate a returning user

Open the person, click Edit on the Employee Information card, check Active, and save. Their roles and permissions are exactly as they left them, so a returning employee is working again in under a minute. They sign in with their old password; if it's forgotten, the reset flow in the sign-in guide covers it.