Manage Users

Manage Users lets you create user accounts, assign them to business accounts, and configure their permissions for Business App. This guide covers creating users (from an account or from Manage Users), editing permissions, bulk updates, and removing users.

What are users?

Users are people who can log in to Business App and access dashboards, products, and tools based on the permissions you assign. Each user is tied to an email address and can be granted access to specific tabs and products.

Users can include business owners, employees or managers, consultants or agency staff, and internal team members supporting the account.

Why manage users?

Managing users allows you to:

• Give the right people access to Business App
• Control which products and tabs each user can see
• Reduce support requests by enabling self-serve access
• Maintain security by removing or limiting access when roles change
• Apply updates to multiple users at once using bulk actions

Creating users

Users can be created in two ways in Partner Center: from an individual account, or from the Manage Users page. Both workflows create the same type of user and allow you to manage access after creation.

Invite users from an account

Inviting users from an account opens the Invite users panel:

1. Navigate to Partner Center.
2. Go to Accounts → Manage Accounts.
3. Select the account where the user should be added, and click Invite users. You can also open the panel directly from the invite icon on the Manage Accounts list.
4. In the Users field, type an email address. Matching CRM contacts are suggested as you type: select one to create the user from that contact with their details prefilled, or enter a full address to invite someone new. You can invite up to five users at a time.
5. Optional: under Customize users, select a user to edit their contact information (name, phone, correspondence language, greeting name), choose their Permissions (which Business App tabs and products they can access, with Select all and Clear all), or add a custom greeting to their onboarding email, with a preview.
6. Click Invite [count] users.

The users are added to the account, and each receives the onboarding email: inviting is what sends it. If someone isn't ready for Business App yet, keep them as a contact in the CRM and invite them when the time is right; the panel will suggest them by name.

Create a user from Manage Users

1. Navigate to Accounts → Manage Users.
2. Click Create user.
3. Fill in the user information (email address, name, and other required fields). A Preview onboarding email button shows the email as the user will receive it, and you can add a custom introductory message above the standard content.
4. Assign the user to the appropriate account.
5. Click Save to create the user.

Creating the user sends the onboarding email; there is no separate step or checkbox for it. This workflow is useful when managing users centrally rather than starting from a specific account.

Managing user permissions

Permissions determine which tabs and products a user can access within Business App. Permissions are managed at the individual user level.

Edit permissions for a single user

1. Go to Accounts → Manage Users.
2. Locate the user to update.
3. Click the three-dot menu next to the user's name.
4. Select Edit Permissions.
5. Choose which tabs and products the user can access.
6. Save the changes.

Changes take effect immediately.

Bulk updating user settings

You can update settings for multiple users at once using Bulk Update.

Bulk update permissions and notifications

1. Navigate to Accounts → Manage Users.
2. Click Bulk Update.
3. Select the users to update.
4. Choose the settings to apply (tab access, user notifications).
5. Click Apply changes.

This workflow is useful when onboarding teams or standardizing access across many users.

Removing users

Users can be removed from Partner Center when access is no longer required. Common reasons include the individual leaving the business, access no longer needed, or the individual being managed as a CRM contact instead.

To remove a user, click the three-dot menu next to the user, then select Delete.

SMB self-service user management

Business App users who have the User Management tab permission enabled can manage users directly from Business App, without requiring Partner Center access. From Administration → Users, they can:

• View all users on the account
• Invite new team members
• Edit permissions (tab access) for existing users
• Remove users

When a user is added or removed, whether by a partner or by an SMB user, the event is automatically logged in the CRM activity feed on both the company record and the contact record. The log includes who performed the action and which account it was for.

tip

To control whether an SMB user can manage other users, enable or disable the User Management tab in that user's permissions. Users without this tab cannot see the Users page or make changes.

Managing the user lifecycle

Common scenarios:

• Role changes – Update tab and product access as responsibilities change.
• Temporary access – Grant and later remove access for short-term users.
• Employee departure – Remove the user to protect account security.

Best practices:

• Review user access regularly.
• Remove users who no longer need access.
• Use bulk updates to keep permissions consistent.
• Limit access to only the products and tabs required.

Frequently asked questions

Can I create multiple users for the same business account?

Yes, you can create multiple user accounts for the same business, each with their own login credentials and potentially different permission levels based on their roles within the company.

What happens if I use an email address that's already in the system?

In the Invite users panel, typing an existing user's email is how you add that person to the account: their existing login keeps working, and the panel simply associates them with the account (it warns you if they're already a user on that account). In the Create user form on Manage Users, an email that already belongs to a user shows an error; invite that person from an account instead.

How do users set their passwords after I create their accounts?

Invited users receive an onboarding email with a secure link. The link takes them to a page where they set their own password and continue into Business App.

Each set-password link works once. If a user opens a link that has already been used, or one replaced by a more recent email, the page tells them the link has expired. They can request a password reset from the login page, or you can send a fresh email from the options menu (⋮) next to the user.

Can I create users who have access to multiple business accounts?

Yes, some systems support multi-account access for users like consultants or franchise managers who need to access multiple client accounts. This is typically configured through advanced user settings.

What should I do if a user doesn't receive their onboarding or welcome email?

Check that the email address is correct and ask them to check spam/junk folders. To resend, open the options menu (⋮) next to the user, on the account or in Accounts → Manage Users, and choose Send Onboarding Email or Send Set Password email (Welcome email).

How do I handle users who leave their company?

Deactivate or delete the user account to prevent unauthorized access. Consider whether any data or settings need to be transferred to other users before removing access.

Can users change their own permission levels?

Users who have the User Management tab enabled in their permissions can edit permissions for themselves and other users on the same account. However, they cannot remove their own user account or revoke their own access to the Users tab. Partners can also manage permissions from Partner Center.

Can SMB users manage other users without Partner Center?

Yes. If the User Management tab is enabled in a user's permissions, they can invite, edit permissions for, and remove other users directly from Business App under Administration → Users.

Are user additions and removals tracked?

Yes. When a user is added or removed from an account, it is logged in the CRM activity feed on both the associated company and contact records. The log notes who performed the action and which account it was for.

How do I add a client user and set their permissions before they get any email?

Set their permissions as part of the invite. Adding a user to an account sends the onboarding email right away, and there is no checkbox to hold it back, so choose permissions before you invite rather than after: in the Invite users panel, select the user under Customize users and choose their Permissions (for example turn off User management, CRM, Files, Projects, Invoices, Orders) before you click Invite [count] users. If the person isn't ready to hear from Business App yet, keep them as a contact in the CRM and invite them when the time is right. To check what the client sees, use Impersonate from the user's three-dot menu rather than "Open in Business App" as admin.

How do I control which email notifications a client user receives?

On the account's user list, open the three dots and choose Edit notifications. Options include instant email vs. daily digest, Executive Report frequency (weekly and/or monthly), and product-specific alerts (new leads and messages, reviews, mentions, local SEO). Notifications only fire for products the client actually has.

Why does an active Business App user show no recent last-login date?

The last-login timestamp updates only when the user authenticates with a username and password or an external identity provider (for example Google or Microsoft). It does not track last activity. If the user already has an active session and is not prompted to sign in again, the timestamp stays unchanged.