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How to invite and configure a user?

Invite new members to your team and configure their access and permissions

Introduction

Qwoty allows you to easily invite new users to your workspace. A quick invitation modal lets you send invitations in just a few clicks, then you can complete each user’s information via the edit page.

✍️ Prerequisites : You must have the Admin role to access this screen.

Access

  1. In the left side menu, click Settings
  2. In the Users and teams section, click Users
  3. Click + New at the top right

Invite a user (quick invitation)

The quick invitation modal allows you to invite one or more users in just a few seconds.

  1. In the Email field, enter the email address of the user to invite
  2. Select the License to assign
  3. Select the Role to assign
  4. Click Save
💡 Tip : You can invite multiple users at once by separating email addresses with a comma.

Once the invitation is sent, a row is created in the user list with the invitation status “Sent”. The user will receive an email to activate their account.

Edit a user

To access the full user configuration page:

  1. In the user list, click the ⋯ menu on the right of the row
  2. Select Edit

General information

Fill in or edit the user’s personal information:

  • Profile photo : Upload an image from your computer or select an existing file in the media library (accepted formats: jpg, png)
  • First name : User’s first name
  • Last name : User’s last name
  • Email : Email address (required)
  • Phone number : Select the country calling code, then enter the number
  • Calendar link : Appointment booking link (Calendly, Cal.com, etc.)
  • LinkedIn : LinkedIn profile URL
  • Language : Interface language for this user
  • Date, time and number format : Select the country to set the display format. A preview appears on the right.

Management

Configure the user’s access and permissions:

  • License : License type (see details below)
  • Role : Assigned role (see details below)
  • Teams : Assign the user to one or more teams

License types

  • Core : Full access to Qwoty according to the assigned role
  • Support : Full access according to the assigned role, but cannot create/edit quotes, orders and sales agreements
  • View only : View-only, no editing possible in the application

Role types (for the Core license)

  • Admin : Access to 100% of the application and all workspaces
  • Manager : Access to the entire workspace only
  • Sales : Access to the front office and quote creation only
💡 Tip : A user can be assigned to multiple teams and even to multiple workspaces.

External identifiers

If you use external systems (CRM, ERP, accounting), enter the corresponding identifiers to facilitate integrations:

  • CRM ID : User identifier in your CRM
  • ERP ID : Identifier in your ERP
  • Accounting ID : Identifier in your accounting software

Security

The Security section allows you to reset the user’s password:

  1. Click the Reset button
  2. A reset email will be sent to the user

Set the status

In the right-hand side panel, you can change the user’s status:

  • Active : The user can log in and use Qwoty
  • Inactive : The user can no longer log in, but their account is retained
💡 Tip : Setting a user to Inactive rather than deleting them helps retain their history and reactivate their account later if needed.

Save

Once all information is filled in, click Save at the top right.

Related articles

  • How to manage users?
  • How to manage teams?
  • How to manage roles and permissions?