> ## Documentation Index
> Fetch the complete documentation index at: https://help.liftify.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Invite users and assign roles
> Invite a teammate to your Liftify account, resend or cancel an invitation, and choose what each role can do.
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.
## 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:
| Badge | Meaning |
| ---------------------- | ------------------------------------------------ |
| **Active** | They've accepted the invitation and can sign in. |
| **Pending Invitation** | Invited, but they haven't signed in yet. |
| **Inactive** | Their access has been turned off. |
If someone's access is limited to particular locations, a small lock icon sits next to their name. Hover it to see which ones.
## 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."**
### 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.
This section only appears if your own access isn't already restricted to specific locations. If it is, you can't set location access for anyone else — and you won't see the **Users** page at all.
### 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](set-default-notifications-for-new-users) for how that list is built.
### 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](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.
## 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.
## 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.
## 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:
| Role | What it grants |
| --------------- | --------------------------------------------------------------------------------- |
| **Full Access** | Full access to all client portal features. |
| **View Only** | Read-only access to the client portal — every "view" permission and nothing else. |
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**.
### 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**.
### The permissions
These are the permissions as they're worded in the portal, grouped by the category they sit under.
| Category | Permission |
| -------------------------------- | -------------------------------------------------------------------------------------------------------- |
| **Account** | Manage Account Settings (details, branding) |
| **Account Qr Code** | View QR codes |
| **Account Qr Code** | Create new QR codes |
| **Account Qr Code** | Update QR code settings |
| **Account Qr Code** | Delete QR codes |
| **Account Qr Code** | View QR code reports and analytics dashboards |
| **Api Key** | View the account API key and access status |
| **Campaigns** | View campaigns |
| **Campaigns** | Edit campaigns |
| **Contacts** | View contacts |
| **Contacts** | Create new contacts |
| **Contacts** | Edit contact details |
| **Contacts** | Delete contacts |
| **Contacts** | Export contact data |
| **Conversation Assignment Rule** | View conversation assignment rules |
| **Conversation Assignment Rule** | Create conversation assignment rules |
| **Conversation Assignment Rule** | Update conversation assignment rules |
| **Conversation Assignment Rule** | Delete conversation assignment rules |
| **Conversations** | View conversations |
| **Conversations** | View all conversations, including unassigned conversations and those assigned to other users |
| **Conversations** | Respond to conversations |
| **Conversations** | View inbox reports and analytics dashboards |
| **Dashboard** | View dashboard |
| **Employee** | View employees |
| **Employee** | View employee details |
| **Employee** | Create employees |
| **Employee** | Edit employee details |
| **External Alias** | Manage external systems and their aliases |
| **External Listing** | Manage external review listings (Google, Facebook, etc.) |
| **External System** | Manage external systems and their aliases |
| **External System** | Edit external system sync settings (hourly-sync switch, feed cursors, backfill) |
| **External System** | Edit external system integration credentials |
| **Inbox Filters** | View saved inbox filters |
| **Inbox Filters** | Create, update, and delete saved inbox filters |
| **Jobs** | View jobs |
| **Jobs** | Create jobs |
| **Jobs** | Modify jobs |
| **Jobs** | Delete jobs |
| **Jobs** | Export jobs |
| **Jobs** | View job reports and analytics dashboards |
| **Locations** | View locations |
| **Locations** | Edit location settings |
| **Locations** | Export locations to CSV |
| **Response Template** | View response templates |
| **Response Template** | Create response templates |
| **Response Template** | Update response templates |
| **Response Template** | Delete response templates |
| **Reviews** | View reviews and review details |
| **Reviews** | Manage Reviews (respond, AI suggestions, customer matches) |
| **Reviews** | Export review data |
| **Reviews** | View review reports and analytics dashboards |
| **Reviews** | Reviews: Edit AI Response Settings |
| **Roles** | Manage Roles |
| **Sites** | View sites |
| **Support Contact** | Submit support contact requests |
| **Surveys** | View surveys |
| **Surveys** | Create surveys |
| **Surveys** | Edit surveys |
| **Surveys** | Delete surveys |
| **Surveys** | View survey reports and analytics dashboards |
| **Sync Activity** | View sync activity |
| **Ticket Creation Rule** | View ticket creation rules |
| **Ticket Creation Rule** | Create ticket creation rules |
| **Ticket Creation Rule** | Update ticket creation rules |
| **Ticket Creation Rule** | Delete ticket creation rules |
| **Tickets** | View tickets |
| **Tickets** | Create new tickets |
| **Tickets** | Update ticket details and status |
| **Tickets** | Delete tickets |
| **Tickets** | Assign tickets to users |
| **Tickets** | Send messages from ticket conversations |
| **Tickets** | View ticket reports and analytics dashboards |
| **Tickets** | View all tickets (without this, users see only tickets assigned to them, unassigned, or watched by them) |
| **Ticket Status** | View the custom ticket status list |
| **Ticket Status** | Manage custom ticket statuses (create, edit, delete, reorder) |
| **User Notifications** | Manage notification rules |
| **Users** | Manage Users |
| **Widgets** | Create, configure, and install website chat widgets |
You may see a few extra categories beyond these, depending on what your account has switched on.
**Jobs**, **Sites** and listings permissions are deliberately left off the **Full Access** and **View Only** system roles. If someone needs them, grant them on a custom role.
Everyone can edit their own profile and their own notification rules regardless of role — those aren't controlled by permissions.
## 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.