Users

The Users page lets you manage who has access to your go flow organisation, 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.

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.

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 in their lifecycle:

• Created — added but not yet invited.
• Active — has accepted and can sign in.
• Suspended / User suspended — access is blocked; Set as active in the user dialog restores it.
• Pending email confirmation — waiting for the user to confirm their email.
• Pending mobile confirmation — waiting for the user to confirm their mobile number.
• Pending MFA confirmation — waiting for multi-factor setup.
• Pending acceptance — invitation sent, waiting for the user to accept.
• Remove invitation on save — a sent invitation is being withdrawn.
• User declined — the user declined the invitation.
• Remove user on save — flagged for removal.

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).

While a user's status is Created you can also use Choose an existing group user to link a person who already exists in another organisation of your group into this organisation, instead of creating a brand-new account.

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.

Only users whose status is Created or Pending acceptance 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.

For the dedicated flow, see Send invitation.

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 — imported users are not auto-invited; you still send invitations as a separate step. See Upload users 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 Remove invitation on save — for any other status they are locked and the dialog shows "These parameters can only be edited on newly created users." See User dialog 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 email confirmation, Revoke invitation or Remove user; a suspended user offers Set as active or Remove user. Choosing Remove user flags the account for removal.

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.

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); when your group has more than one organisation, a Group level (Configuration & settings) is also shown. You can grant View or Manage access per resource, with an All option to cover every resource at once.

You cannot change your own roles or rights — those controls are disabled for your own account.