User management
The Users tab in Account settings is where Account Owners and Admin Users invite new team members, edit their roles and permissions, and remove users who no longer need access. It's also where you'll see Guest users — temporary accounts created by Apsis to deliver support and Professional Services.
💡 Who can manage users? Only Account Owners and Admin Users can manage other users. Regular and Restricted Users can update their own Profile Settings but won't see the Users tab. Account Owner status itself can only be changed by Apsis Customer Service — see User roles and Permissions.
In this article
Before you start
To add or edit users, you'll need:
Account Owner or Admin User rights. If you can't see the Users tab, you don't have permission.
The email address of the person you want to invite.
A clear idea of which Sections they should access and which tools they need (Email, Marketing Automation, Audience, etc.).
New users start with no permissions - By default, a newly invited user has no Section access. You must explicitly tick the Sections and tools they need during the invite — otherwise they'll log in and find they can't do anything. Plan their permissions before sending the invite to avoid confusion.
How to access User management
Click your Profile Icon in the top right corner and select Account Settings.
Click the Users tab in the left menu.
List of Account users
The Users tab gives you a complete overview of everyone who has access to the account. Each user is listed with their role and tool permissions.
Every account has at least one Account Owner — typically the person who first set up the account. Additional users can be added with different combinations of role, tool access, and Section access — ranging from full Admin to Restricted Users with access to a single tool in a single Section.
The list is organised into three groups:
Group | What it shows |
You | Your own user — your role and the tools you have access to. Useful for checking your own permissions at a glance. |
Account Users | All other users in the account, with their individual roles and permissions. |
Deactivated Users | Users who have been removed by the Account Owner. Only their name and email address are kept here for reference. |
How to add a user
In the Users tab, click Add user in the top right corner of the user list.
Enter the new user's email address.
a. If the new user should be Admin - check the box for admin - no other settings required as an admin has full access.
b. If the new User should have restricted access - set their Tool permissions by ensuring the tools they should have access to (Email, Marketing Automation, Audience, Forms & Pages, etc.) are all ticked. Leave the Admin box unticked. You can grant access to all tools by checking the box All Tools.
Set their Data section permissions — tick the Sections they should be able to work in.
Click Send invite.
The new user receives an email invitation. They'll set a password through the link in that email and can then log in and start working.
✅ Help the new user log in - When you send an invite, also send the new user a quick message with: which Section(s) they have access to, which tools, and a link to First Time logging in for setup instructions. A two-line heads-up saves a lot of "I can't see X" questions. Remember - the invitation is only valid for 24 hours.
Edit or remove a user
In the Users tab, click on the user you want to edit or remove. The bottom bar appears with available actions.
Click Edit to update the user's name, mobile number, time zone, language, date format, tool permissions, or Section access. Save your changes.
Click Remove user to deactivate the user. Their access is revoked immediately, and they're moved to the Deactivated Users group.
💡 Account Owner edits Admins; Admins edit Restricted Users
Only Account Owners can edit or remove Admin Users. Admin Users can edit and remove Restricted Users, but not other Admins. To assign or revoke Account Owner status, contact Apsis Customer Service from the email associated with the current Account Owner — this can't be done in the UI.
Removing a user is not reversible from the UI - Removed users go to the Deactivated list and can't simply be reactivated through the interface — you'd need to invite them again as a new user. When you remove a user, nothing else changes - all activities created or updated by the removed user stay as is.
Guest users
Guest users are temporary accounts created by Apsis to provide you with personalised support, build custom templates, and deliver Professional Services. You'll find them at the bottom of the Users tab under a separate Guest users section.
Even if multiple Apsis Support professionals or consultants are working on your account, they typically operate through a single shared Guest user.
💡 Guest users are temporary - Guest users are removed once your support requests are resolved or your Professional Services engagement ends. You don't need to manage them yourself — Apsis handles their lifecycle.
Troubleshooting
Issue | Likely cause | Fix |
Users tab is missing from Account settings | Your role doesn't have permission to manage users. | Ask your Account Owner or an Admin User to grant you Admin rights, or have them perform the action for you. |
New user logs in but can't see any tools or Sections | No tool or Section permissions were ticked during the invite. | Open the user in the Users tab, click Edit, and tick the appropriate permissions. The user may need to log out and back in. |
Invited user didn't receive the invitation email | Email landed in spam, was filtered, or the address was mistyped. | Ask the user to check spam/junk. If still missing, remove and re-invite, double-checking the email address. |
Can't promote a user to Admin | You're an Admin User, not the Account Owner. Only Account Owners can assign Admin status. | Ask the Account Owner to make the change — only they have the Admin checkbox enabled. |
Need to change the Account Owner | This isn't a self-serve action. | Contact Apsis Customer Service from the email address associated with the current Account Owner. |
A removed user still appears somewhere | Templates, automations, or flows created by them remain in the account. | The user is removed but their created content stays. Reassign or rename anything that needs ongoing maintenance. |
What's next?
User roles and Permissions — Detailed breakdown of Account Owner vs. Admin User vs. Regular/Restricted User, and how Section permissions work.
First Time logging in — The article to share with newly invited users so they know how to set up their account.
User Profile settings — How users update their own personal settings (name, language, password).