User details
The user dialog is where you edit a single user: their details, their status, and what they are allowed to see and do in your organisation. It opens full-screen from the Users page — the eye icon on a row opens an existing user, Add user starts a new one. The Save button in the toolbar stays disabled until the details are complete and something has changed; closing the dialog while Save is enabled asks you to confirm before discarding your edits; edits that leave Save disabled are discarded without asking.
You need Users: Manage to change anything here; with Users: View the dialog opens read-only.
User details
First name, Last name, Email and Mobile (entered with its country code) are all required before you can save; Tags are optional. The email address is the person's sign-in name and receives the invitation.
The identity fields are editable only while the user is at Created, Pending acceptance or Invitation revoked — for any other status they are shown read-only with the notice "These parameters can only be edited on newly created users." Once a person is active, they change their own name, email and mobile under Account > Settings (see Settings). Check the mobile number before you send the invitation: go flow may send sign-in and password-reset codes to it, and after acceptance nobody else can correct it — if the person cannot sign in because of a wrong number, contact go flow support.
While the user's status is Created, a Choose an existing group user picker can appear in a tenant with several organisations. In the current version picking a person there fills in nothing; leave it empty.
Status
The Status list offers only the changes that make sense from the user's current state:
| Current status | Options in the list |
|---|---|
| New user (from Add user) | Created only — the invitation is sent from the Users page. |
| Created | Created, Remove user |
| Pending acceptance | Pending acceptance, Revoke invitation, Remove user |
| Invitation revoked | Invitation revoked, Remove user |
| Active | Active, Suspend user, Remove user |
| Suspended | Set as active, User suspended, Remove user |
| User declined | User declined, Created — to invite the person again, send the invitation from the Users page. |
While you wait for someone to accept, leave the status as it is. Revoke invitation withdraws the invitation when you save: the status becomes Invitation revoked and the link in the email stops working. Sending the invitation again from the Users page opens it again, and the link in the earlier email works again. Suspend user blocks the person from your organisation when you save: they can no longer sign in to it, and their open sessions in it end at once; Set as active gives the access back. Remove user ends the person's access to your organisation when you save. What each choice does to a current sign-in and to the person's records is described in When duties change or someone leaves.
There is no resend action in this dialog — invitations are sent (and re-sent) from the Users page by selecting rows and clicking Send invitation.
User roles
The User roles section holds four contact-role checkboxes, each with a short description beside it. The roles mark what a person is to your organisation; they are not a substitute for rights.
| Role | What it changes in go flow |
|---|---|
| Primary contact | Adds Clients, Journal, Emails and Finance to the menu, but without a Clients right only the client list works: opening the journal, email or finance lists signs the person out. The description says the primary contact holds all user rights and cannot be edited; in the current version the checkbox gives no further rights and can be changed like the others — set the rights below explicitly. |
| Billing contact | Shows the client and finance pages for viewing and lets the person take payments, even without a Clients right. |
| Technical contact | Adds Clients, Journal, Emails and Finance to the menu, but without a Clients right only the client list works: opening the journal, email or finance lists signs the person out. |
| Calendar resource | No change to access. It does not create a resource: create the person's calendar under Configurations > Resources and give them a right on it under Resources below. |
go flow does not use these roles to decide who receives its bills or emails.
User rights
The User rights section sets access level by level. Each right is set to none, View or Manage; Analytics and Audit log offer only none and View.
- Group level — Configuration & settings and Audit log. Shown only when your tenant has more than one organisation.
- Organisation level — Organisation, Configuration & settings, Users, Clients and Analytics, plus Audit log when your tenant is a single organisation.
- Resources — one entry per resource plus an All entry. Choosing View or Manage under All covers every resource and locks the individual entries.
What each right opens
| Right | View | Manage |
|---|---|---|
| Organisation | No page of its own. | go flow stores new and changed sessions and appointments — generated, activated, moved or edited — only from people with this right (or with Manage on that resource). |
| Configuration & settings | Opens Configurations: Organisation, Resources, Treatments, Products, Promotions, Templates and Feedback forms, read-only. | Edit all of these. Use the session controls: Generate, edit and cancel sessions, Add participant, Cancel selected, Hold places and Mark no-show. Also Adjust wallet and Mark handled on feedback responses; together with Clients: Manage, erase a client. |
| Users | Opens Configurations > Users, read-only. | Add, import, invite, change, suspend and remove users. |
| Clients | Opens Clients, Journal, Emails and Finance (Payments, Orders, Wallets, Vouchers), read-only, where those modules are switched on. | Add and edit clients and journal entries, write emails to clients, Take payment, produce and edit vouchers. |
| Analytics | Opens Analytics > Overview and Feedback insights. | — |
| Audit log | Opens Analytics > Audit log, including the Access entries, and a record's History (see below). | — |
| Resources | View on any resource, or under All, opens the Scheduler with every calendar of the organisation; sessions and their participants open read-only. go flow does not hide the other calendars. | Manage on a single resource lets the person book, move and cancel ordinary appointments in that resource's calendar. Manage under All adds nothing to View. Sessions always need Configuration & settings: Manage. |
Two consequences matter most in daily work:
- Running the timetable — generating, activating, editing and cancelling sessions — needs Configuration & settings: Manage and either Organisation: Manage or Manage on the resource whose calendar carries the sessions. With Configuration & settings alone the dialogs open, but go flow refuses the change when it synchronises and signs the person out; changes not yet synchronised on that device are lost.
- Working with participants — adding people to a session, cancelling their places, holding places and marking no-shows — needs Configuration & settings: Manage.
There is no narrower right for timetable or desk work: Configuration & settings: Manage also lets the person change every configuration page. Recipes for common roles are in Invite your team and assign roles.
Rules when you give rights
- You can give or remove only what you hold yourself. When you save, go flow applies your changes only to the rights and contact roles you hold; a right or role you do not hold is neither given nor removed, without a message. A right on a single resource counts only if you hold that resource's right individually — holding it under All is not enough. Your own screen keeps showing what you entered until you sign out and back in, so confirm the result with the colleague (see Check what the person can and cannot see). To change a right you do not hold, ask a colleague who holds it.
- You cannot change your own roles or rights — those controls are disabled when you edit your own account.
- Rights are set per organisation. The dialog shows the rights of the selected organisation (with the Group level, when your tenant has several organisations) and of that organisation's calendars, and saving changes only those. The person's rights in your other organisations and on calendars the dialog does not list are kept; to change them, switch to that organisation and open the user there.
The Audit log right
Audit log is a tenant-wide right with only none and View. It opens the Audit log page for the whole tenant, not for one organisation, which is why it sits at Group level when your tenant has several organisations. With it a user can:
- read the tenant's entries in every category, including Access;
- open a record's History and see which values were changed; values of protected fields stay masked unless the user also holds Clients (see Record history and restore);
- see which client data was read, in the Access entries (see Read logging).
The right does not by itself let the user restore a record: that also needs the right to change that kind of record. It is not needed for the data subject export, which follows the Clients right, or for My activity, which every user has. The administrator of a newly created organisation receives the right; existing users keep the rights they have, so grant it to the people who should have it.
Saving
Click the toolbar Save button to apply your changes; they are then synchronised. Changed rights take effect as soon as they reach go flow; if the person's menu has not changed, ask them to sign out and back in.
A change to a user that an earlier version of go flow left on your device in a form go flow cannot read — for example a suspension saved before Suspend user worked — is not sent. go flow then shows "A change to … could not be saved and was discarded. The saved details are being reloaded; please make the change again." with the person's name, synchronises your other changes and reloads the user as saved. Make that change again.
If Save stays disabled although all four details are filled in, check the Mobile field: choose the country code again or retype the number. This can happen with users created by a file import.