Manage users

Updated October 30, 2026 · Applies to Stakeholder ONE 1.3

Add the people in your organization to Stakeholder ONE, and control their access over time. You manage users on the User management page: select your avatar, and then select User management.

The page lists every user with their role and access status. Use All, Active and Inactive above the list to filter it. A user can also show these labels:

Label Meaning
pending reset The user must set a new password the next time they sign in.
locked out Too many failed sign-in attempts. See Unlock a user.

Prerequisites

  • The System Administrator role, or a role with the Administer permission.

Add a user

You don't set a password for new users. Instead, Stakeholder ONE gives them a link to choose their own.

  1. Select Add user.

  2. Enter the following information:

    Field Description
    Username The name shown throughout the app. Required.
    Email The address the user signs in with and receives email at. Required.
    Role What the user can do. Defaults to User. See Manage roles and teams.

  3. Select Create.

The Set-password link dialog opens. If email is set up, the link was emailed to the user. If the email couldn't be sent, the dialog says so; copy the link and send it to the user yourself. The link expires after the time set in Email settings (seven days by default).

Tip

If your organization uses single sign-on with automatic account creation, you don't need to add users here. Their account is created the first time they sign in.

Change a user's details or role

  1. Select the user's name, or select Edit user on their row.
  2. Change the Username, Email or Role.
  3. Select Save.

You can't change your own role.

Disable or enable a user

Disabling a user stops them from signing in, without deleting them or their records. Their name stays on the records they created or own.

  1. Select Edit user on the user's row.
  2. Turn off the Active switch. It changes to Disabled.
  3. Select Save.

To enable the user again, turn the switch back on. You can't disable yourself.

Note

Disabled users don't count toward your plan's user limit.

Reset a user's password

  1. Select Reset password on the user's row.
  2. The Set-password link dialog opens. The link is emailed to the user if email is set up; otherwise, copy it and send it yourself.

The user's current password stops working, and the user is labeled pending reset until they choose a new one. You can only reset the password of an active user.

Unlock a user

After eight failed sign-in attempts within 15 minutes, Stakeholder ONE blocks further attempts for that email address, and the user is labeled locked out. The lock clears by itself after 15 minutes without failed attempts.

To let the user try again right away, select Unlock on their row.

Reassign a user's records

When someone leaves or changes jobs, move everything they own to another user.

  1. Select Reassign records on the user's row.
  2. Choose the user to receive the records, and confirm.

A message shows how many records were reassigned. You can only reassign records from an active user, so reassign before you disable someone.

Next steps