# Create a user and set access rights

Create a user from the Users list with a name and a login email, choose the User or Administrator role and one access level per app, then let the invitation email deliver the password.

Every person who signs in to Jaah needs a user record. Creating one takes a minute: a name and a login email, a role, and an access level for each app. The Users list is open to administrators and to the members of the **Access Rights** group; the **Administrator** role is what lets you configure the system itself.

## Before you start {#before-you-start}

- The person's email address: it becomes the login and receives the invitation.
- The apps they will use and at what level: in the **Access Rights** tab each app offers its own levels, from none to the app's administrator.
- Whether they must be an **Administrator**: only to configure the system (General Settings, Apps, users). Most people are a **User**.
- New users also receive the groups of the **Default access for new users** group, edited from **Permissions** › **Default Access Rights** in **Settings/General Settings**.
- With several companies, which companies they may open.

## Steps {#steps}

1. Open **Settings/Users & Companies/Users**. The list shows the **Internal Users** with their **Name**, **Login** and **Role**; the **Portal Users** and **Inactive Users** filters show the others. Click **New**.

![The Users list filtered on Internal Users, with the Name, Login and Role columns.](https://jaah.app/web/image/7090-a984854a/general-settings-users-users_list_new-en.png)

2. Type the **Name** and, in **Login**, the person's email address. An address typed as login is copied to the email automatically, and the login is what the person types on the login page.

3. In the **Access Rights** tab, under **Roles**, choose the **Role**: **User** or **Administrator**. When the database has several companies, the **Companies** the user may open and their **Default Company** are set here too.

![A new user form on the Access Rights tab; the Role choice under Roles, then one line per installed app.](https://jaah.app/web/image/7094-da8e2908/general-settings-users-user_form_access-en.png)

4. Below the roles, each installed app has a line: pick the access level in its list, or tick the box when the app has a single level. Leave an app empty to keep it hidden from this user.

5. In **Preferences**, set the **Language** and, if you like, the **Email Signature**. In **Calendar**, check the **Timezone**: every date and time the user sees is converted to it, and a warning marks it when it differs from the browser's.

![The Preferences tab with the Language and the Email Signature.](https://jaah.app/web/image/7098-fc30cae1/general-settings-users-user_form_preferences-en.png)

6. Leave the form or click the cloud icon **Save manually**. Because the user has an email address, an invitation email leaves at once with a link where the person chooses a password. The status shows **Invited** until their first login, then **Confirmed**. To send the invitation again while the user is still **Invited**, open **Actions** › **Send an Invitation Email**.

7. To set the password yourself instead, open the **Security** tab and click **Change password**: the **Change Password** dialog lists the user with **User Login** and **New Password**; type the password and click **Change Password**. The same **Change Password** action is offered in the **Actions** menu of the Users list, for several users at once.

8. The **Security** tab also lists the user's **Devices**: every browser session with its device and its last activity. **Log out** on a card ends that session; **Log out from all devices** ends them all, for example after a phone was lost. Each user finds the same list in their own **My Preferences** › **Security**.

!!! note "Form buttons live in the Actions menu"
    On this platform the buttons of a form header are grouped in the **Actions** menu of the form, next to the status. Open it to find **Send an Invitation Email**, **Archive** and the other actions of the record.

## Result {#result}

The user is in the list with their **Role** badge, signs in with the login and the password they chose or received, and sees only the apps you gave them. Changes you make later to their rights apply the next time they reload the page.

## FAQ {#faq}

### Why does the user not see an app? {#why-does-the-user-not-see-an-app}

No level is chosen for that app in the **Access Rights** tab, or the app is not installed. Choose a level, save, and ask the user to reload the page.

### How do I remove someone who left? {#how-do-i-remove-someone-who-left}

Do not delete the user: open the record and choose **Actions** › **Archive**. The person can no longer sign in, their history stays, the record carries an **Archived** ribbon, and the **Inactive Users** filter still finds it.

### What is the difference between User and Administrator? {#what-is-the-difference-between-user-and-administrator}

**Administrator** gives the **Role / Administrator** group: General Settings, Apps and the settings of every app, plus the right to manage users. **User** gives the **Role / User** group: the home menu and nothing more until you choose levels per app. Read [Access rights: groups, rules and what they mean](access-rights-groups-and-rules).

### What are internal, portal and public users? {#internal-portal-and-public-users}

The Users list opens on the **Internal Users** filter: the people with a login and access rights, the ones a plan counts. **Portal Users** are customers and partners who signed up on the website or were invited to the portal: they see only their own documents and have no levels in the **Access Rights** tab. Public users stand for website visitors and are never created by hand.

### How does a user reset a forgotten password? {#reset-a-forgotten-password}

With **Password Reset** ticked under **Permissions** in **Settings/General Settings** (it is on by default), the login page offers **Reset Password**: the user types their login and receives an email with a link to choose a new password. An administrator can also open the user and choose **Actions** › **Send Password Reset Instructions** once the user has confirmed their invitation, or set a password directly with **Change Password** as in step 7. The change touches this database only.

### Why can I not add another user? {#why-can-i-not-add-another-user}

On a hosted subscription the plan sets a maximum of internal users. Creating one beyond it is refused with a message that names the maximum and points to **Settings** › **Users & Companies** › **Increase User Limit**, where you raise the limit for the days left in the current period; the new limit applies immediately. Archived users and portal users do not count.

### Why are the Companies fields missing? {#why-are-the-companies-fields-missing}

**Companies** and **Default Company** appear only when the database holds more than one company. See [Companies and multi-company](companies-and-multi-company).

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- Source: https://jaah.app/docs/general-settings/create-a-user-and-set-access-rights
- Updated: 2026-10-13
- Version: General settings and administration 19.0.1.0
- Verified: 2026-10-13