Users are the people who sign in to TekStacks. Invite them by email, give each a role, and turn their access off when they no longer need it.

Overview

The Users page lists everyone who can sign in, with their Email, Role, Status and Last sign in. The status is Active, Invited (has not accepted yet) or Deactivated.

Every user has one role. Every company starts with four:

• Admin: everything, including users, roles, settings, billing and the activity log.
• Manager: equipment, people and the lists under Configure, and approving changes and device library submissions.
• Technician: adds, assigns and checks in equipment, and works in documentation, network, services, software and checklists.
• Viewer: read only.

Admins can change what Manager, Technician and Viewer can do, and add roles of their own. See Roles.

Users are not the same as employees. Employees are the people equipment is assigned to, and they do not sign in. See Employees.

Requirements

• Role: Manage users and roles (Admins only).

Invite a user

1. Under Administration, open Users.
2. Click Invite user.
3. Enter their Name and Email, and choose a Role (Technician unless you change it).
4. Save.

They get an email from TekStacks titled "(your name) invited you to (your company)", with an Accept invitation button. The link expires in 7 days. On the page it opens they confirm their name, choose a password and click Join.

If your company signs in only with Microsoft, the email tells them to use their Microsoft work account instead.

Manage a user

Each row has icons for its actions. Hover over an icon to see its name.

Action	What it does
Change role	Gives them a different role.
Edit name and email	Changes their name at once. A new email takes effect only after that address confirms the link sent to it; until then everything still goes to the current address, which is told.
Cancel the change to (address)	Withdraws an email change that has not been confirmed.
Send password reset	Emails them a link to choose a new password. Their current password keeps working until they do. Not offered when Microsoft is the only way in.
Reset sign in	For someone who lost their phone or security key: removes their authenticator app and passkeys and signs them out everywhere. They sign in with their password and set them up again, and they are emailed. You may be asked for your own password first. Shown only for someone with an authenticator app or passkey.
Resend invitation	Sends the invitation email again. Shown while they have not accepted.
Deactivate	Signs them out everywhere at once and stops them signing in. Their history is kept.
Reactivate	Lets a deactivated user sign in again.

You cannot deactivate yourself, or edit, reset or send a reset to your own account from this page. Change your own name, email, password and sign in methods on Profile and security. See Profile and security.

Notes

Note: A company always keeps at least one active Admin. You cannot deactivate the last one or give them another role.

Note: A deactivated user does not count toward your plan's user limit. Reactivating one does.

Note: With Microsoft Entra ID, people can also get an account by signing in through a group you map to a role, or through SCIM provisioning. See Sign in with Microsoft and Provisioning users with SCIM.

Troubleshooting

"Someone with that email is already a user here." That address already has an account in your company, perhaps deactivated. Find it in the list and use Reactivate or Resend invitation.

"Your plan includes (number) users, and you have reached it." Choose a larger plan on the Billing page, or deactivate someone who no longer needs access. During the free trial the message says how many team members the trial includes. See Plans and billing.

"The company needs at least one active Admin. Make someone else an Admin first." Give another user the Admin role, then change or deactivate this one.

The email column says "Email bounced: no mail is sent to this address." Mail to that address failed permanently, so TekStacks stopped sending to it. Fix the address with Edit name and email, or ask TekStacks support to clear it. "Marked our email as spam" means the person reported a TekStacks email as spam.

The invitation link says it is not valid or has expired. Invitation links last 7 days. Use Resend invitation.

FAQ

Can a user have two roles? No. Each user has one role. Make a role of your own that combines what they need. See Roles.

What happens to a deactivated user's records? Nothing is removed. Their name stays on the equipment history, changes and activity log.