User management

Here you manage internal staff accounts and client accounts that sign in to the client portal. You can set a user role, send a password reset, assign clients, or restrict portal access to selected sites only.

User managementDesktop

Access

Open user management here:

• Desktop: click Users in the left panel
• Mobile: tap More in the bottom bar -> Users

Note: This item appears according to permissions set by your administrator. If you do not see it, you do not have access.

User Overview

The table shows accounts that have access to the application or to the client portal.

Search and Filters

Use the search above the table when you know the name or email. In the column headers you can filter by name, email, and role. Clear filters removes the search and column filters at once.

Click a sortable column header to change the table order.

User Types

Internal Users

Internal users work in the Deratix application. When creating one, choose a role from the list, such as Admin, Manager, Technician, or Accountant. The exact access scope is controlled in permissions.

When editing an internal user, you may also see a Documents block. There you can attach certificates, authorizations, licenses, or insurance documents for the user when document management is available.

Client Portal Users

Client portal users are customers. After signing in, they see only their data in the client portal, such as protocols, selected documents, and the My Data page. They do not have access to internal application screens.

A portal user can be assigned to one or more clients. If you select specific sites, the user sees only those sites. If you do not select any site, the user has access to all sites of the assigned clients.

Tip: If you are inviting a client to one company without site restriction, the faster path is in the client detail. The full guide is in Inviting a client to the portal.

Adding an Internal User

1. Click Add user.
2. Select Internal user.
3. Fill in First name, Last name, Email, and Role.
4. Click Create.

What happens after saving:

• If the email does not exist yet, a new account is created and the user receives an email with a link to set a password.
• If the email already exists but does not have application access yet, the selected role is assigned to it.
• If the account already has application access, the application shows a warning and does not create a duplicate account.

If your plan user limit has been reached, the application will not allow the addition and will show the reason.

Adding a Client Portal User

1. Click Add user.
2. Select Client user.
3. Fill in First name, Last name, and Email.
4. In Assigned clients, add one or more companies.
5. Optionally set Site access.
6. Click Create and invite.

Client user with multiple clientsDesktop

When saving, the application creates a new account or uses an existing one. A new user receives an invitation with a link to set a password. An existing user receives a notification about being assigned to another client.

One client can have at most 5 assigned portal users. If any selected client has already reached that limit, the application skips it and reports how many assignments succeeded.

Editing a User

Open editing with the pencil icon in the user row.

Edit user dialogDesktop

For an internal user, you can change first name, last name, email, and role. Your own account is not edited through this table.

For a client portal user, you can change first name, last name, assigned clients, and site access. The client user’s email cannot be changed because it is used as the sign-in email.

If you add more clients to a portal user, the application sends an informational email about the new assignment.

Password Reset

Use password reset when a user forgot the password or the activation link has expired.

1. Click the key icon in the user row.
2. Check the email in the confirmation dialog.
3. Click Send email.

The user receives an email with a link for setting a new password.

Note: The password reset link is time-limited. If it expires, send the user a new reset.

Disconnecting a Client from a Portal User

In the Assigned clients column, click the client badge and select Disconnect from client. This removes access only to the selected client.

If the user is also assigned to other clients, the account remains active. If this was the user’s last client, the application removes portal access or the entire portal account depending on the situation.

Deleting a User

Open deletion with the trash icon in the user row.

• For an internal user, the account is deleted or application access is removed if the user also has other system access.
• For a portal user, the user is disconnected from all assigned clients. If the user has no other access, the portal account is deleted.
• Your own account cannot be deleted if that would remove your only access.
• Protocols and records created by the user remain preserved.

Warning: Delete or remove access only after checking the assigned clients and any work currently in progress by the user.

Offline Mode

User management requires an internet connection. Without a connection, the user list does not load, and adding, editing, password reset, and deletion are not available.

Practical Tips

• Use company emails for internal staff so account ownership is clear.
• If a client needs to see several companies at once, create one portal user and assign all required companies.
• If a client should see only selected sites, set it in Site access.
• If a user does not receive the invitation, first check the email address and then send a password reset.

Related access changes are also visible in activity.