Users
Add and manage users who can access your organization's WiseParts account. Assign roles to control what each user can do, link them to branches, and manage their account settings.
Accessing Users
Navigate to Settings > Users from your organization settings to view and manage all users.
User List
The user list displays all members of your organization with their key information.
List Columns
| Column | Description |
|---|---|
| User | Name and email (click email to copy) |
| Role | Assigned roles displayed as badges |
| Created | When the user was added |
User Status Indicators
| Icon | Meaning |
|---|---|
| Lock icon | User is blocked (cannot log in) |
| Archive icon | User is archived (soft deleted) |
Filtering Users
Use the search bar to find users by name, surname, or email. Filter by role using the advanced search options.
Adding Users
Create new user accounts directly in the system.
To Add a User
- Click the + button in the user list
- Fill in the required fields
- Assign at least one role
- Click Save
User Fields
| Field | Required | Description |
|---|---|---|
| Yes | Login email (must be unique) | |
| Name | Yes | First name |
| Surname | Yes | Last name |
| Phone | No | Office phone number |
| Mobile | No | Mobile phone number |
| Language | Yes | Interface language |
| Timezone | Yes | User's timezone |
| Roles | Yes | One or more roles |
Additional Fields (Admin Only)
| Field | Description |
|---|---|
| Salesman ID | Links user to salesman records in your source system (required for Sales Rep role) |
| Quote Reply-To | Custom reply-to email for quotes |
| Brands | Restrict access to specific brands |
| Restrict to Brand | Limit sales and brand access to one brand |
| Auto Filter Brands | Automatically filter by assigned brands |
| Wholesaler Branch | Assign user to a specific branch |
| Absences | Mark days when user is unavailable |
Inviting Users
Send email invitations to new users instead of creating accounts directly.
To Invite Users
- Click Invite Users button
- Enter one or more email addresses
- Select a role for the invitees
- Click Send Invite
Managing Invites
The invite dialog shows all pending invitations with their status:
| Status | Description |
|---|---|
| Sent | Invitation email sent, awaiting response |
| Resent | Invitation was resent |
| Accepted | User accepted and created their account |
Invite Actions
- Resend: Send the invitation email again
- Revoke: Cancel a pending invitation
User Settings
Profile Information
Edit basic profile fields like name, email, phone numbers, language, and timezone.
Password
When editing an existing user, you can set a new password. Passwords must:
- Be at least 12 characters
- Include uppercase and lowercase letters
- Include at least one symbol
Absences
Mark dates when a user will be unavailable. Absences affect features where presence is mandatory, such as task assignments and routing.
To set absences:
- Open the user's profile
- Find the Absences calendar
- Click dates to mark them as unavailable
Roles
Roles define what a user can access and do in the platform.
Wholesaler Roles
| Role | Description |
|---|---|
| Wholesaler Admin | Full access to all features and settings |
| Sales Manager | Manage sales team, view all data, run reports |
| Sales Rep | Field sales - customers, activities, quotes |
| Sales Assistant | Support sales team, limited access |
| Call Center Manager | Manage call center operations |
| Call Center Operator | Handle inbound/outbound calls, create quotes |
| Financial Manager | Access to financial data and reports |
| Marketing Manager | Marketing campaigns and communications |
| Administrative | Basic administrative tasks |
Manufacturer Roles
| Role | Description |
|---|---|
| Manufacturer Admin | Full access to manufacturer features |
| Manufacturer Sales Rep | Access to assigned branches and data |
Assigning Roles
- Open a user's profile
- In the Roles dropdown, select one or more roles
- Save changes
A user must have at least one role assigned.
Additional Abilities
Beyond roles, you can grant specific abilities to individual users. Click Edit next to Additional Abilities to see all available permissions.
- Abilities already granted by a role show a green "Via Role" badge
- Toggle additional abilities on/off as needed
User Actions
Edit User
Click the edit icon on any user row to modify their settings.
Change Password
- Click the actions menu (three dots) on a user row
- Select Change Password
- Enter and confirm the new password
- Click Confirm
Send Welcome Email
Send or resend the welcome email with login instructions:
- Click the actions menu
- Select Send Welcome
- Confirm the action
Block/Unblock User
Blocked users cannot log in but their data is preserved:
- Click the actions menu
- Click the block icon to toggle the blocked status
Archive User
Archiving soft-deletes a user, freeing up a seat while preserving their data:
- Click the actions menu
- Select Archive
- Confirm the action
To restore an archived user, click Reactivate from the same menu.
Impersonate User
Administrators can log in as another user to troubleshoot issues:
- Click the actions menu
- Select Impersonate
You will be logged in as that user. To return to your account, use the impersonation banner.
Seat Management
Your plan determines how many user seats are available.
- The Invite Users button shows a warning when no seats are available
- Enterprise plans have unlimited seats
- Standard plans show the actual seat count
To add more seats, upgrade your plan in the Billing section.
Best Practices
Role Assignment
- Assign the minimum roles needed for each user's job
- Use Additional Abilities for edge cases rather than over-privileged roles
- Review roles periodically as responsibilities change
User Organization
- Use consistent naming conventions
- Fill in phone numbers for users who need call center features
- Set appropriate timezones for accurate scheduling
Account Maintenance
- Archive users who leave instead of deleting them
- Block users temporarily during leave or investigation
- Regularly review and revoke unused invitations