The Users page is an Admin-only area. If you don’t see Users in your Settings menu, you don’t have permission to manage team members — ask an administrator for help.
Open the Users page
1
Go to Settings
Open Settings from the main navigation.
2
Choose Users
In the Settings menu, select Users. You’ll see a list of everyone in your organization, with their name, email, roles, branches, status, and the date their account was created.
Find a team member
The Users list is built for teams of any size.- Search by name or email using the search box at the top of the list.
- Filter the list to narrow it down. Open the filters to limit by:
- Date Created — a date range for when accounts were added.
- Role — show only people with a specific role.
- Status — show only Active or only Blocked users.
- Pay Structure — Salary or Hourly.
- Branch — show only people assigned to a particular branch.
- Sort the list by clicking a column heading, such as Name or Created.
Add a new user
Video: How to add a user to Menaia (1:15)
1
Click Add User
Press the Add User button in the top-right corner of the Users page. This opens the Add New User window.
2
Fill in their details
Enter the new team member’s information:
- Name (required) — their full name.
- Email (required) — the address they’ll sign in with.
- Temporary Password (required) — a starting password of at least 8 characters. They also get an email with a link to set their own password, so you don’t need to share this one. They can sign in with an emailed code either way — see Sign in to Menaia.
- Phone (optional).
- Payroll ID (optional) — your internal payroll reference for this person.
- Pay Structure (optional) — Salary or Hourly.
3
Assign roles and branches
- Roles (required) — choose one or more roles. Roles decide what each person can see and do in the app. You can assign more than one.
- Branches (required) — choose one or more branches the person works in. This controls which work and data they have access to.
4
Create the account
Click Create. The new user is added to your organization and receives an email to set up their password.
Both Roles and Branches are required — every team member needs at least one of each before you can create their account.
Active users use seats. Every active team member counts toward your plan’s seats, including field and crew users. If all your seats are in use, creating a new user is blocked with a message to add a seat or deactivate an active user first. Included seats depend on your plan, and extra seats cost an added monthly fee each. Admins add or remove seats under Settings → Billing; blocking (deactivating) a user frees their seat again.
Edit a user
1
Open the actions menu
Find the person in the list and click the three-dot menu at the end of their row.
2
Choose Edit
Select Edit to open the Edit User window.
3
Update and save
Change any of their details — name, email, phone, payroll ID, pay structure, roles, or branches — and add an optional About note. Click Save Changes when you’re done. The Save Changes button stays disabled until you actually change something.
Manage access and security
Each person’s three-dot menu also gives you account-security actions. These help you keep your team’s access tidy and safe.Block or unblock a user
Video: How to edit and block users in Menaia (1:15)
1
Open the actions menu
Click the three-dot menu on the person’s row.
2
Choose Block (or Unblock)
Select Block to revoke access, or Unblock to restore it. Once blocked, the person can no longer sign in or use the app; unblocking lets them back in.
3
Give a reason (when blocking)
Blocking asks you to record why. Pick a Reason for blocking:
- Left the company
- Was let go
- Other — when you choose this, a Details field appears and a short note is required.
The reason you record is kept with the block and shown for reference on the person’s Edit User window while they’re blocked, along with who blocked them and when. It’s a record of the block currently in place — unblocking clears it.
Because only active users count toward your plan’s seats, blocking a user frees up their seat — and unblocking them uses one again. If every seat is in use, you can block someone before adding a new team member, or add a seat under Settings → Billing.
Reset a password
If someone is locked out or forgets their password, you can send them a reset link.1
Choose Reset Password
Open the person’s three-dot menu and select Reset Password, then confirm.
2
They get an email
A password reset email is sent to that person’s address. The link in it opens the Reset Password page, where they choose a new password.
Sign a user out everywhere
If you need to end someone’s active sessions — for example, after a lost or shared device — you can sign them out of all their devices.1
Choose Invalidate sessions
Open the person’s three-dot menu and select Invalidate sessions, then confirm.
After you invalidate sessions, the person is signed out on every device once their current session expires. They can sign in again right away with their existing password — this doesn’t lock them out, it just ends their current sessions.
Roles and branches
When you add or edit a user, the Roles and Branches you assign do the heavy lifting:- Roles control what a person can see and do across the app.
- Branches control which locations’ work and data a person has access to.
Roles
Learn how roles shape what each team member can access.
Branches
Set up the branches you can assign people to.