Managing users and invitations

Invite colleagues, choose their roles, unlock accounts, and reset passwords.

This guide is for administrators. It explains how to bring colleagues into Trelice, choose their roles, and look after their accounts — unlocking, resetting passwords, and deactivating when someone leaves.

To open the page, click Users in the Administration group of the left-hand menu. You will see a page titled User Management, with the words "Manage team members, roles, and access" beneath it. If the Administration group is missing from your menu, your role does not include user management — see Roles and permissions.

The page at a glance#

At the top right are two buttons: Invite by Email and New User. Below them are two tabs: Users (the list of accounts, with a count) and Roles (a reference card for every role, under the heading Available Roles).

The Users tab shows a table with columns Name, Email, Role, Organization, and Status. The status column can show Active, Inactive, Locked (too many failed sign-ins), and Invited (the person has not yet used their invitation). Each row has an Edit button, and rows marked Invited also have a Resend button.

Inviting a colleague by email (the usual way)#

1. Click the Invite by Email button in the top-right corner.
2. What you'll see: a window titled Invite User by Email.
3. Type their work email in the Email Address box.
4. First Name and Last Name are optional — the person can complete them later.
5. Choose a role in the Role list. A short description of the chosen role appears below the list.
6. Click Invite User. While it works, the button reads Inviting....
7. What you'll see: the window changes to Invitation Sent, with a green box confirming the email address. The invitation link expires in 7 days.
8. Click Done.

The colleague receives an email with an activation link. There they create their own password — or, if your organization uses it, sign in with Google or Microsoft instead. See Signing in and your account for what they will see.

Note: An account whose owner only ever signs in with Google or Microsoft never has a password at all. That is normal and safe. If such a person tries the password boxes, Trelice tells them their account uses single sign-on. You can give them a password later with Reset Password (below).

Troubleshooting: If a red message says "A user with this email already exists.", the person already has an account — find them in the table and click Edit instead.

Creating a user with a password you hand over#

Use this only when email invitations are not practical.

1. Click New User. A window titled New User opens.
2. Fill in First Name, Last Name, and Email (all required). Title and Phone are optional.
3. Below the email is a ticked checkbox: Send email invitation — user creates their own password or signs in with Google / Microsoft. Untick it.
4. What you'll see: a Password box appears, with the note "You will need to hand this password to the user yourself — no email is sent." The password must be at least 8 characters.
5. Choose a Role, then click Create User.

Why some roles are missing from the Role list#

The role list only offers roles at or below your own. A Sponsor Administrator can create Medical Writers and Biostatisticians, but not System Administrators. This is a safety rule, not a fault: nobody can hand out more authority than they hold themselves, so an account can never be promoted above the person who manages it. The same rule protects accounts: if someone outranks you, their role box is locked and a note explains — "This account outranks yours — only a System Administrator can change it." The full ranking is listed in Roles and permissions.

Editing a user#

1. Find the person in the table and click Edit.
2. What you'll see: a window titled Edit User. You can change their name, Title, Phone, Email, and Role.
3. Click Update User to save.

Language specialties (Language Specialists only)#

When the role is Language Specialist, the edit window shows a Language Specialties area. Only the languages listed here let the specialist appear as a reviewer for translations.

1. Open the + Add language… list and pick a language. It appears as a small blue tag.
2. To remove one, click the small × on its tag.
3. Click Update User to save.

Note: When creating a brand-new Language Specialist, an amber note says "You can assign language specialties after creating the user." Create the account first, then edit it.

Resending an invitation#

If a colleague lost the email or the link expired, open their row (Resend button, or Edit and then the Invitation Pending panel) and click Resend Invite. A green confirmation appears; previous links stop working.

Resetting a password#

In the Edit User window, the Password Reset panel says "Emails a temporary password. The user must choose a new one at next login."

1. Click Reset Password. When it finishes, the button reads Email Sent and a green note confirms the address.

Deactivating, reactivating, and unlocking#

At the bottom of the Edit User window is the account panel.

• When active, it shows Account Active with a red Deactivate button. Deactivating blocks sign-in and ends live sessions immediately. A confirmation asks first. You cannot deactivate your own account.
• When inactive, it shows Account Deactivated with a Reactivate button. Reactivating restores access immediately.
• If the person is locked out after too many failed sign-ins, a Locked out row appears, showing when the lock expires. Click Unlock so they can sign in right away instead of waiting.

Every one of these actions is recorded in the audit trail.

Troubleshooting: If someone says a page or button is missing, check their Role first — most "missing" features are simply outside the role's permissions. See Common questions and problems.