Adding a New User
To grant a new team member access to your Formalize account, you must send them an email invitation.
Log in and navigate to Settings > Users & access > Users.
Click Options, then select + Add User.
Enter the required details: the user's first name, last name, and email address.
Select an Access Role for the user to define their permissions. (For details on configuring them, see our guide on Access Roles).
Click Next.
Customize the invitation email by selecting the preferred language and, optionally, adding a personal message.
Click Create.
The Recipient's Experience
Within a few minutes of clicking Create, the user will receive an email invitation from [email protected].
The user must click Get Started in the email.
They will be prompted to create a password to set up their account.
Once completed, their email address is verified, and they can log in to Formalize based on the permissions you granted them.
Editing an Existing User’s Permissions
You can update a user's information or change their access level at any time.
Navigate to Settings > Users & access > Users.
Locate the user you want to modify and click View.
Adjust their user information or Access Role as needed.
Click Save. The user's access permissions will update in real-time.
Disabling and Deleting a User
Disabling a user temporarily revokes their ability to log in, but keeps their account and historical data intact.
Navigate to Settings > Users & access > Users.
Locate the user and click View to open their profile.
Click the Disable login button. The user will immediately lose access to the account.
Once a user has been disabled, you can permanently remove them from the system.
Important: Deleting a user permanently removes them from all items (such as policies or risks) where they are assigned as the Responsible User. We highly recommend reassigning their items to an active user before completing the deletion.
How to permanently delete a user:
Open their disabled user profile.
Click Delete user. They will no longer receive system notifications, and their account is permanently removed.
Common Questions
What is the difference between Users and Employees?
Users have login credentials and can access the platform based on their assigned permissions.
Employees do not have login access to the platform. They are listed in the system strictly for record-keeping and distribution. For example, when you restrict a policy to "employees only," the system verifies the recipient against this Employee list before allowing them to view the document.
Can a user with permission to assign roles change their own role?
No. Users cannot change their own roles to grant themselves higher permissions. Their role must be updated by a different user who holds user-management privileges.
How do I manage multi-entity setups?
Check our article on How to Set Up Entity-Based Access Roles
We hope this article was helpful!
If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.