System settings / Users 


You can manage users in Administration > Users. Here you can invite users to your company, lock and unlock a user, assign job positions, add groups, and restore passwords.

начало внимание

All the listed actions are applied to internal users and are available to Administrators only. External users of the portal are added and managed in System apps.

конец внимание  

The list of invited people on the Users page shows employees with the Active, Invited, Account is locked, and Invite canceled statuses. To view the users locked manually and users with canceled invites, please use advanced search and specify the user's state in the Status field.

Also, you can see who is interacting with ELMA365 at the given moment. To do that, go to Administration > Active users.

Invite a new user

To add a new user to your company, send him or her an invite via email or phone number.

начало внимание

In order to be able to send invites to phone numbers, enable advanced authentication options.

конец внимание  

To do this, go to Administration > Users and in the upper right corner click on the + User button.

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The User Invite form opens.


Fill out the fields:

  • Email address*. Specify the email address of the person you want to invite.
  • Full name. Specify the first and the last name of the person.
  • Mobile phone. Enter the employee's mobile phone number.
  • Work phone. Enter the employee’s work phone number.
  • Date of birth. Enter the date of birth of the employee.
  • Hire date*. Specify the day when the employee is hired.
  • Time zone. The default time zone of the company.
  • Displayed position. If a user has several positions, specify which one will be shown in their profile and users lists in the Company workspace.
  • Position. Assign the employee to a job position, if you have already created the organizational chart of the company.
  • Groups. Add the employee to user groups.
  • Photo. Upload the employee's photo.

After all the data is entered, click on the Send invite button. A message will be sent to the specified e-mail or phone number, and the name of the employee will appear in the Users list with the Invited status.

When the user accepts the invitation and is authorized in the system, their status will change to Active. Us3

Resend invite

If necessary, you can resend the invite. To do this, open the user profile and click the Resend Invite button.


Cancel invite

If necessary, you can cancel the invite. To do this, open the user profile and click on the Cancel Invite button.


Accept invite

Once the user accepts the invite, they have to fill out a form specifying the basic data for their account.

After doing that and clicking Next, they will log in to ELMA365 and may start working on the company’s portal right away.

Forbid and allow access to the system

You can manually forbid a user to access the system by locking their account, for example, when their employment contract is over. Also, access can be restricted automatically if the user has entered an invalid password several times in a row. This option is enabled on the Security Settings page.

Let's take a closer look at how access is restricted.

Lock a user manually

To limit a person's access to corporate information and documents, lock their account. To do this, select the employee you want to lock and click the Lock button in their profile.

Once this is done, the employee's status will change to Locked and they will not be able to sign in to the system.


Please note that you can only lock active users.

Locked users are not displayed in the user list.

Unlock a user

If you need to restore access to the system, find the locked user via search.


Open their profile and click Unlock.

The user will reappear in the list of active users and will be able to log in to the system using his or her credentials.


Automatic lockout

If you have set up login requirements on the Security Settings page, a user may get locked out automatically after entering an invalid password several times in a row. In this case, their status will remain Active, however, the Account is locked label will appear on the right panel of the user's page, in the Password policy section.

To restore access, go to the employee's profile and click on the Account is locked label .

After you confirm the action, the user will be able to log in again.

Recover password

If a user forgets the password or cannot log in to the system, use password recovery.

Open the user's profile and click Recover password.


A password recovery link will be sent to the specified email address.

By clicking on the link, the user will be able to enter a new password and save it.

Edit user profile

If you need to add or edit the employee's information, for example, change the job position, go to their profile and click Edit.

Make all the necessary changes and then click Save.

Please note that the Email address field is editable only in ELMA365 On-Premises.

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