Users

The Users page (Configurations > Users) lets you manage who has access to your organisation in go flow, what they can see and do, and how they are invited. Adding a user and inviting them are two separate steps: a new user starts as Created and stays that way until you explicitly send the invitation.

You need Users: View to open the page and Users: Manage to add, import, invite, change or remove users. For a step-by-step setup with recipes for front desk, instructors, timetable lead, bookkeeper and owner, see Invite your team and assign roles.

Overview

The page shows everyone in the current organisation in a table. Across the top you have a Find user search box and the toolbar actions: Export to Excel, Upload users, Send invitation and Add user. On a phone these same actions live in a speed-dial. Without Users: Manage you can search and export, the user dialog opens read-only, and go flow does not save changes to users.

The users list (columns and statuses)

Each row shows one user, with these columns:

• First name
• Last name
• Email
• Mobile
• Tags
• Status
• an eye icon on the right that opens the user for editing

The Status column tells you where each user is:

Status	Meaning	What you can do
Created	Added, not yet invited.	Set the rights, then send the invitation.
Pending acceptance	Invitation sent, waiting for the person to accept.	Wait, or send the invitation again.
Invitation revoked	You revoked the invitation; the link in the email no longer works.	Send the invitation again, or remove the user.
Active	Accepted; the person can sign in.	Change rights, suspend or remove.
Suspended	The person cannot sign in to your organisation; their open sessions in it ended when the suspension was saved. Access to another business on go flow is not affected.	Set as active in the user dialog restores access.
User declined	The person declined the invitation.	Send the invitation again.

Pending email confirmation is an older form of a pending invitation: its link no longer works, so send the invitation again. The list knows a few more labels (Pending mobile confirmation, Pending MFA confirmation, User suspended); the dashboard does not set them in normal work. Removed users disappear from the list.

Searching and exporting

Type in the Find user box to filter the list as you type.

To export, select the rows you want and click Export to Excel. The action is only enabled once at least one row is selected, and it exports exactly the rows you have selected to a CSV file.

Adding a user (creates a pending user)

Click Add user to open the user dialog and create a new user. Fill in first name, last name, email and mobile, optionally add tags, and assign roles and rights (see Roles, rights and status changes).

Saving creates the user with status Created — no invitation email is sent at this point. The user remains pending until you send the invitation as a separate action (next section).

Search the list before you add someone: adding (or importing) an email address that already belongs to a user of your organisation resets that user to Created (Invitation revoked if their invitation was pending). Adding also replaces their rights in this organisation and on its calendars with those of the new entry; an import leaves their rights as they were. To change an existing user, open their row instead.

While a user's status is Created, the dialog can also show Choose an existing group user; in the current version picking a person there fills in nothing (see User details).

Sending the invitation

Sending the invitation is a distinct action from adding a user:

1. Select one or more users in the list.
2. Click Send invitation.
3. In the Send invitation to selected users dialog, review each name and its current status, then click Send.

Users whose status is Created, Pending acceptance, Invitation revoked, User declined or Pending email confirmation can be invited. The action becomes available as soon as at least one selected user qualifies; any other selected users are simply left out — the confirmation dialog lists exactly who will receive an invitation. Sending moves those users to Pending acceptance and the invitation email goes out with the next synchronisation. To re-send an invitation, simply run Send invitation again on a user that is still at Pending acceptance. Sending to someone whose invitation was revoked or declined opens it again, and the link in their earlier email works again.

For the dedicated flow and what the person receives, see Send invitations.

Importing users from CSV

To add several users at once, use Upload users (available from the speed-dial on mobile). Prepare a .csv file with these columns:

• FirstName
• LastName
• Email
• DialCode
• Mobile
• Tags
• CalendarResource

The upload dialog offers a Download template button, which downloads a ready-made starting file with the correct column headings. Every valid row becomes a user with status Created and no rights — imported users are not auto-invited; set their rights and send the invitations as separate steps. See Import users from a file for the full import flow, including the exact validation rules.

Roles, rights and status changes

Open a user with the eye icon to edit them in the full-screen user dialog. First name, last name, email and mobile are mandatory; tags are optional. These identity fields can only be changed while the user is at Created, Pending acceptance or Invitation revoked — for any other status they are locked and the dialog shows "These parameters can only be edited on newly created users." See User details for the complete dialog.

Status changes. The Status options depend on the user's current state — for example a Created user offers Created or Remove user; an Active user offers Active, Suspend user or Remove user; a user at Pending acceptance offers Pending acceptance, Revoke invitation or Remove user; a suspended user offers Set as active or Remove user.

Contact roles. Under User roles, tick any of Primary contact, Billing contact, Technical contact and Calendar resource to mark the user's role in the organisation. The first three also add the client and finance pages to the menu, but without a Clients right only Billing contact can open the journal, email and finance lists — the other two are signed out when they try; Calendar resource does not create a calendar or give access to one.

Rights. Under User rights, set View or Manage access per area. At Organisation level this covers Organisation, Configuration & settings, Users, Clients and Analytics (view only), plus Audit log (view only) in a single-organisation tenant; when your tenant has more than one organisation, a Group level with Configuration & settings and Audit log is also shown. Under Resources you grant View or Manage per resource, with an All option to cover every resource at once. What each right opens is listed in User details. In short: people who generate, activate or edit sessions need Configuration & settings: Manage and Organisation: Manage; people who add or cancel participants or mark no-shows need Configuration & settings: Manage.

You can give only rights and roles you hold yourself, and you cannot change your own roles or rights — those controls are disabled for your own account.

Second factor and passwords

Every user signs in with their email, their password and a six-digit code from an authenticator app. The authenticator is set up at the person's first sign-in by scanning a QR code; see Login. You cannot see, set or reset a colleague's password or authenticator from this page: the person uses Trouble logging in? on the login page (see Reset two-factor authentication).

When duties change or someone leaves

• Duties change. Open the user, adjust the rights and save. The change takes effect as soon as it reaches go flow; if the person's menu has not changed, ask them to sign out and back in. Then check what they can and cannot see (see Invite your team and assign roles).
• Temporary absence. Choose Suspend user and save. The person can no longer sign in to your organisation, and their open sessions in it end at once; access they have to another business on go flow is not affected, and their rights stay as they are. When the person returns, choose Set as active and save; they then sign in again.
• Someone leaves. Choose Remove user and save. The person is signed out at once, disappears from the list and can no longer sign in to your organisation; access they have to another business on go flow stays. Nothing they recorded is deleted: bookings, payments, journal entries and messages stay, and record history still names who created or changed them.
• Coming back. Add the person again with the same email address; go flow reuses their account. Set the rights and send a new invitation.

Removing or suspending a user does not change resources, sessions or bookings. If the person had their own calendar resource, change or deactivate it under Configurations > Resources (see Resources) and move any of their future appointments.