Users are individuals who are granted access to the PSA software. They can be employees, freelancers, or other collaborators who use the system for tasks such as project management, time tracking, or reviewing reports. Permissions determine which data and functions users can access within the software.
Licenses are the usage rights for the software that a company must purchase according to the number of active users. If all purchased licenses are in use, new users cannot be added until more licenses are purchased or old users who no longer need the system are deactivated. Deactivating (locking) a user frees up a license but retains their data for future reference.
- Active users are individuals who have access to the PSA software.
- Locked users do not have access to the PSA software, but their historical data remains visible in the system.
- The number of licenses must equal the number of active users.
- Our invoicing is based on the number of licenses, not the number of users.
Permissions: Admin
PSA plans: Growth, Business, Enterprise, Enterprise+
Add a new user
- You can invite or add a new user to your account from Employee list or in the settings.
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Contacts > Staff: Click Add user.
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Contacts > Staff: Click Add user.
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Settings > User Management > Users. Click Add user.
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Settings > User Management > Users. Click Add user.
- Choose the user type (user or freelancer).
- The information will help you distinguish between internal users and freelancers in reports.
- Enter the user’s information and assign a user role group.
- Mandatory fields are first name, last name, and email.
- The email serves as the user's login credential.
- Add the user's job title and assign them to a team. The job title allows you to set an hourly rate for the user.
- Add employment details:
- Add the start and end dates of the employment; the date from which the working hours balances will be tracked.
- Select an employment template.
- Select the start date for overtime balance tracking.
- Set the user's billing rate and internal cost.
- Click Save. The user will get login instructions automatically by email.
Update user information
Note: user can update their contact information in the user’s profile view.
- Go to Settings > User Management > Users > (Selected User) > Profile.
- Click Edit.
- Edit the required user details. More instructions here.
- Click Save.
Deactivate or delete a user
You can deactivate = lock a user or, in some cases, delete their information entirely (read more below). We always recommend deactivating users instead of deleting them, so no user information is removed from the system. Note: Our invoicing is based on the number of licenses, not users.
Users can be deactivated if their employment ends or if a rarely used license needs to be freed up for creating a new user. A deactivated user's name will have text: (locked) next to it in various views within the system. The user is no longer active in the program and does not occupy a license. However, their historical data remains, and you can search for the user in the Locked Users list.
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Go to Settings > User Management > Users.
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Select Deactivate from the three-dot menu (...) on the user's row.
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Confirm the locking by selecting Deactivate.
If deleting a user is still an option, it will be visible in the same menu as the lock option. For example, a mistakenly created user can be immediately deleted if no records have been created for them yet. Deleting a user is not possible if they have, for instance, unbilled time entries.