Invite users and assign roles

Everyone who signs in to Liftify is a user, and every user carries at least one role. The role decides what they can see and change. This page covers inviting someone, chasing or cancelling an invitation, and what the roles actually control. You need the Manage Users permission to see the Users page, and Manage Roles to see the Roles page.

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Open the Users page

1. In the left sidebar, click the circle with your initials, then User Settings.
2. Under Company, click Users.

The table lists everyone with access to the account, with columns for NAME, STATUS, ROLES, LAST LOGIN and TOTAL LOGINS. Above it are filters for Location, User Status and Role, plus a Search users… box. Status is one of three badges: If someone’s access is limited to particular locations, a small lock icon sits next to their name. Hover it to see which ones.

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Invite a teammate

1. On the Users page, click Invite User.
2. Fill in First Name, Last Name and Email. All three are required, and the email is the address they’ll sign in with.
3. Under Roles, tick at least one role. If you skip this you’ll see “At least one role must be selected.”
4. Optionally set Location Access — see below.
5. Optionally adjust Notification Defaults and Custom Notification Rules — see below.
6. Click Send Invitation.

You’re returned to the Users page with a confirmation naming the address you invited. They appear in the table straight away with a Pending Invitation badge. If the address already belongs to someone on this account, the form comes back with “Email is already a member of this account.”

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Location Access

By default a new user can see every location. The form says it plainly: “By default, this user will have access to all locations. Toggle below to restrict access to specific locations.” Turn on Restrict to specific locations and tick the locations they should have. There’s a Select/Deselect All control and a running count of how many you’ve picked, plus a search and filter bar when the list is long.

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Notification Defaults

If your account has default notification rules set up, they’re listed here as a checklist, all ticked: “Select which default notification rules to copy to this user when they accept their invitation.” Untick any you don’t want copied to this person. See Set default notifications for new users for how that list is built.

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Custom Notification Rules

Click Add Notification Rule to build a one-off rule just for this person, on top of the defaults. Each rule you add gets the same Event Category, Event Type and Frequency fields described in Set your notification rules. Click Save on the rule to collapse it — the rules themselves are created when the invitation is sent, not before. You can only offer rules for areas you can see yourself. If you have no access to reviews, tickets, surveys or the inbox, this section doesn’t appear.

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Resend or cancel an invitation

Find the person in the table and click the three-dot menu at the end of their row. For someone still showing Pending Invitation:

• Resend Invitation — sends the invitation email again.
• Cancel Invitation — withdraws it. You’re asked to confirm: “Are you sure you want to cancel this invitation? [their email] will not be able to access the client portal.” Cancelling removes them from the list.

For someone who has already accepted:

• Send Magic Link — emails them a fresh sign-in link. Useful when someone can’t get in.
• Delete User — removes their access. You’re asked to confirm, and the confirmation says the action can’t be undone.

The menu doesn’t appear on your own row.

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Edit someone’s details

Click anywhere on their row to open their page. You can change First Name, Last Name, Email, their Roles and their Location Access, then click Save Changes. A Notifications section further down the page shows the notification rules that belong to them.

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What the roles mean

Open Roles under Company in the settings menu. The table shows each role’s NAME, DESCRIPTION, whether it’s a SYSTEM ROLE, which ACCOUNT it applies to, and how many USERS ASSIGNED it has. Two system roles ship with Liftify: System roles are marked All Accounts and can’t be edited or deleted from the portal. Only Liftify can change them. Use the Role Type filter to switch between All Roles, System Roles and Your Roles.

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Create a custom role

1. On the Roles page, click Create Role.
2. Enter a Name (required) and, optionally, a Description.
3. If you manage more than one account, tick the accounts under Role Availability — “Select which accounts this role will be available to.”
4. Under Permissions, expand a category and tick what the role should allow. Each category has a Select/Deselect All control and shows a count of how many of its permissions are on.
5. Click Create Role.

To change a custom role later, click its row, adjust it, and click Save Changes.

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The permissions

These are the permissions as they’re worded in the portal, grouped by the category they sit under. You may see a few extra categories beyond these, depending on what your account has switched on. Everyone can edit their own profile and their own notification rules regardless of role — those aren’t controlled by permissions.

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Importing several users at once

The Import Users button on the Users page takes a CSV and creates or updates portal users — the people who sign in to Liftify. It is not a way to import your customer list.