User Management

This article covers the platform-wide user screen at Admin > Users > User Management. It lists every user across every organization and is available to Super Admins only. Organization Admins have a separate screen for their own staff at Administration > User Management.

Creating a New User

1. Go to Admin > Users > User Management and click Add User. The Add New User dialog opens.
2. Enter Name and Email. Email cannot be changed later.
3. There is no password field. Nobody types a password for someone else: the server makes a temporary password for the new account itself, at least 16 characters long (longer if the minimum set under Admin > Settings > General Settings is higher). A request that carries a password is refused before any account is made.
4. Pick a Role: Private User, Organization User, Organization Admin, Consultant, Consultant Admin, Accountant, Accountant Admin or Super Admin.
5. Optionally pick an Organization from the list, or leave it on None if the user does not belong to one. Consultants are placed with the agency automatically. For an Accountant or Accountant Admin the organisation decides whose books they keep: placed with the agency, they do the agency’s finance work, including every booking, the supplier book, supplier payments and (for an Accountant Admin) the cancellation queue; placed with a client organisation, they see only that organisation’s own books; left on None, they see no organisation’s records.
6. Leave Active User ticked unless you want the account created switched off. A switched-off account cannot sign in until you switch it on.
7. Click Create User.

Two things happen automatically after creation. Any existing CRM client or accounting customer records with the same email address in the same organization are linked to the new account so their documents become visible in the portal. If the email already exists you get A user with this email already exists. User creation is also rate limited, so a burst of creations in a short window will be temporarily blocked.

Finding a User

The list shows the columns User, Role, Organization, Status, Created and Actions, 25 rows to a page. Above it are four controls: a free-text search over name and email, and filters for role, organization (including No Organization) and status.

Archived users are hidden by default. Click Archived (n) to switch the list over to archived records; the same button then reads Show Active. Below the table are counters for total, active, inactive, organizations and Super Admins, plus a Role Breakdown strip.

Export CSV downloads whatever the current filters are showing, with the columns Name, Email, Role, Organization, Status, Phone, Position and Created. The green Import CSV button opens the bulk import screen.

Editing a User

Click the pencil icon on the user's row. The Edit User dialog has three tabs:

• Profile — Name, Email (read-only), Phone Number, Position / Job Title.
• Role & Access — the Role dropdown. Choosing Organization Admin or Organization User adds an Organization picker (required — saving without one returns Organization roles require an organizationId) and a free-text Department ID box. Choosing Consultant or Consultant Admin adds a Permission Profile dropdown instead. Switching a user away from those roles clears the fields that no longer apply.
• Status & Security — the Account Status toggle, a Deactivation Reason box that appears when you switch it off, Require password change on next login, a Send Reset Email button, and read-only Created and Last Login values.

Click Save Changes. Only fields you actually changed are sent; if nothing changed you get No changes to save. You cannot change your own role.

Resetting a Password

On the Status & Security tab, click Send Reset Email. TravelFlow e-mails the user a link to choose a new password, at the address on their account, and the screen confirms it was sent. The link is never shown to you: it goes only to the person. If this server cannot send e-mail, nothing is sent and the screen says so. The link opens TravelFlow's own set-password page, which applies the password policy from System Settings; it works once, and a used or expired link asks the person to request a new one. Requesting a reset here also ends every sign-in of the user at once, on every device, so they must sign in again with the new password. Each reset is recorded in the audit log: who asked, for whom, whether their sign-ins were ended and whether the link was e-mailed, never the link itself.

Two other screens send a set-password link by e-mail only, without showing it to anyone. Super Admins can use both, and from Manage Team they also reach Consultant Admins.

• Organization Admins open a person from Administration > User Management and click Send Password Reset Email under Quick Actions. This reaches the Organization Admins and Organization Users of their own organization.
• Consultant Admins open a consultant from Manage Team and click Send Reset Email on the Status tab. This reaches the agency's consultants, never another Consultant Admin or their own account.

Either way the link goes to the address on the person's account and is never handed back, and each send is recorded in the audit log with who asked and for whom. The screen shows the server's answer, or its refusal as it is: a switched-off, archived or address-less person gets no link, and nothing is claimed when the e-mail could not be sent. Sending the link does not sign the person out. Their password and their sessions stay as they are until they use the link to choose a new password.

Deactivating Versus Archiving

These are two different actions with different effects.

• Deactivate — the text button on the row (it reads Activate for an inactive user). You can also use the Account Status toggle in the Edit dialog. This flips the user's status to Inactive, switches off their sign-in and ends their open sessions. Activating switches their sign-in back on.
• Archive — the red bin icon. A confirmation dialog appears with a Reason for archiving box; click Archive User. This disables the account in Firebase Authentication, so the person genuinely cannot sign in any more, and moves the record into the Archived list. Nothing is deleted.
• Restore — in the Archived list each row has a Restore action, which re-enables the sign-in account and returns the record to the active list.
• Delete permanently — Super Admins only, and only from the Archived list. Type the person's e-mail address to confirm. Their sign-in account and profile details are deleted, and so are their notifications and preferences, sign-in and session records, saved travel documents and booking drafts, profile photo, the support tickets they raised and the booking chats where they are the client. Their name stays on the bookings, quotations, invoices, payments and approvals they were part of. This cannot be undone, and their e-mail address can be used for a new account.

Bulk Activate and Deactivate

Tick the checkboxes on the rows you want, or the header checkbox to select everything currently filtered. A blue bar appears above the filters showing how many are selected, with exactly three buttons: Activate, Deactivate and Clear. There is no bulk role change and no confirmation step — the action runs the moment you click. You cannot include your own account in a bulk deactivate.

What This Screen Does Not Show

There is no per-user activity feed and no recent-actions list. The only history on the user record is the Created and Last Login pair on the Status & Security tab. To see what a user actually did, use Admin > Audit and filter by that user.