Add and Edit an Existing User

Navigate to Settings > Users & Groups > Users

Open Settings, then under Users & Groups select Users. You need the Users permission at the View level to see this section. The page uses the updated ScopeStack design system, so the layout is cleaner and more consistent with the rest of the platform, though the core workflow is the same.

On this screen: A white card with a “Users” heading on the left and an “Add a User” button (green) on the right. Below the heading is a search bar labeled “Search Users” and a filter icon. Two tabs below it read “Active” and “Archived.” The active tab shows a paginated striped table with columns for Name (shown as a teal underlined link with a pencil icon), Title, Email, Phone, Added On, Team, and Role. Each row has a gear icon on the far right that opens a popover menu with options to convert the user type, reset data filters, unlock the user, or archive the user. When one or more rows are selected via checkboxes, a bulk action control appears showing the count of selected users and a trash-can icon for archiving.

Here you will see a list of all users on your account.

• To add a user, click Add a User.
• To edit an existing user, click that user’s name in the list.

User fields

On this screen: A form with two tabs at the top: “User Info” and “Privileges” (Privileges only appears when editing an existing user). The User Info tab contains a “User Contact” section with required text fields for Name and Email on one row, and Phone and Title on the next. Site admins also see a Start Page dropdown and a Custom SSO Provider field. Below a horizontal rule is a “User Type, Teams, and Roles” section showing four radio-button option cards side by side: Licensed, Sales, Service, and View Only, each with a short description. Below those are two checkboxes for “Show in list of Sales Executives” and “Show in list of Pre-Sales Engineers.” At the bottom are two multi-select dropdowns: Teams and Roles (Roles is required, marked with an asterisk).

Note: The SSO Provider field is a site-admin-only field. Please disregard if visible.

For every user, you can define:

1. Name: Their name as it will appear throughout the platform.
2. Title: Their title, shown in relevant places such as contact information on projects.
3. Email Address: Used to log in and, for SSO-enabled accounts, matched to your identity provider.
4. Phone Number: Shown in relevant places such as contact information on projects.
5. Pre-sales Engineer and Sales Executive inclusion:
   • Pre-sales Engineers: Check this option to include the user in the Pre-sales Engineer dropdown on project overview screens. Contact information entered here is used when merging pre-sales engineer data into documents.
   • Sales Executives: Check this option to add the user to the Sales Executives list. This avoids duplicate data entry — any user marked here will appear as a selectable executive on projects.
6. Roles: Assign one or more roles to the user. Roles work additively: for any given permission, the user receives the highest level granted by any of their assigned roles. See the Roles help article for details.
7. Teams: Assign the user to one or more teams.

User Types

Every user is assigned one of four types, which determines their licensing and base capability level:

• Licensed: A paid user with full edit access to the platform, subject to their assigned roles and permissions.
• Sales: A paid user with limited ability to check project status and use the Sales app. Well-suited for Sales Executive roles where full project editing is not needed.
• Service: A free service account that may access the API but cannot use the application directly. Use it only for a new user created for an integration or automated workflow, never for a person’s own login, including yours.
• View Only: A paid user with limited ability to review projects and approve. All permissions assigned to a View Only user are automatically capped at the “View” level, regardless of what their roles would otherwise grant.

User type is set when creating or editing a user. You can also convert an existing user’s type from the gear menu on their row in the Users list, where each option reads “Convert to [Type] User” and the user’s current type is left out.

Converting a user to the Service type asks you to confirm first. The same message appears in both places, and both say “A service account can access the ScopeStack API but cannot log in to the pages of the application.” and “Do you want to continue?” with Cancel and Continue buttons.

• From the Users list: choosing Convert to Service User opens a “Convert to Service Account” dialog. Click Continue and the user is converted right away.
• From the user’s edit form: choosing Service opens a “Change to Service Account” dialog. Click Continue and the type changes on the form. The change is saved when you click Save. If you choose Cancel, the form keeps the current type.

Converting to any other type has no confirmation.

Converting a person to the Service type locks them out of the application. Service accounts are meant for integrations, not people. A converted user can still sign in, but every page returns the service-account notice instead of loading, and because they cannot reach Settings they cannot change it back themselves. Another administrator with Manage rights on Users has to convert them back. When you need a service account, create a separate user for it rather than converting an existing person’s. See Service Account Credentials.

The notice reads “You have successfully validated the credentials for …”. If someone sees it on every page, follow If every page says the credentials were validated.

Changing a user away from the Service type permanently deletes any client credentials on that user and revokes their tokens. Move any integration to its own service account before converting someone back.

Click Save to save

New users will receive an email invitation to set up their password.

Archiving a user

To archive a single user, click the gear icon on the far right of their row. In the popover menu, select Archive at the bottom. Confirm in the dialog that appears.

To archive multiple users at once, select the checkboxes next to each user, then click the trash can icon that appears in the selection toolbar above the table.

For SSO-enabled accounts: a user who has been removed from your identity provider’s application will not be able to log in to ScopeStack even if their ScopeStack account has not been deleted. Authentication is controlled by the identity provider.

Single Sign-On accounts

If your account uses Single Sign-On (SSO), new user accounts are created automatically through your identity provider.

• New users need permission from your identity provider to access the ScopeStack application.
• Your ScopeStack account must have sufficient user licenses to accommodate additional users.

When those conditions are met, a new user can sign in as follows:

1. The user opens your identity provider’s application launcher and clicks the ScopeStack application.
2. ScopeStack validates the user against the identity provider and creates their account automatically.
3. After the account is created, the user can log in through the provider’s application launcher or directly from the ScopeStack login page. On the ScopeStack login page, entering their email address triggers a redirect to the identity provider for authentication.

Switching between accounts

If your login is a member of more than one ScopeStack account, you can move between them without signing out and back in.

Using the account switcher

An account switcher appears in the top-right corner of the application, showing the name of the account you are currently in. Open it and you’ll see the list of accounts you can switch to. Select one and ScopeStack reloads into that account.

If Site Navigation V2 is on for you (an account setting, which your own preference under User Profile > Preferences can override), the account name and a Switch Account button are in the user menu card at the bottom of the left sidebar instead. The button appears only if you belong to more than one account (site admins always see it).

Unless you are a site admin, the switcher lists only the accounts your login is a member of. With Site Navigation V2, only active accounts appear; site admins can see active accounts they are not members of. If an account is missing, ask an administrator to check your access.

Getting access to another account

Membership is granted per account. To be added to an account you don’t currently have access to, an administrator on that account needs to add your user to it. Once you’ve been added, the account appears in your switcher the next time you open it.

There is no self-service way to join an account you aren’t a member of. If you need access, ask an administrator of the target account to add your email.