This guide explains how administrators manage users in Boardeaser. Learn how to invite new users, assign roles and temporary access, manage pending invitations, and edit or remove existing users.
Before you start – Important note on changing personal details:
- If the account is NOT activated yet (purple icon is visible by the name):
As an administrator, you can edit personal details such as email address and name. To do this, click ··· (three dots) > Edit. When saved, a new invitation is automatically sent to the corrected email address.- If the account IS activated:
For security reasons, personal details are locked. You can still manage the user's role, title, temporary access, and permissions, but personal details like name, email address, phone number, and language can only be updated by the user themselves under their own settings (My profile in the top right corner).
Table of contents
- 1. Add and invite new users
- 2. How users accept an invitation
- 3. Edit an existing user's settings and roles
- 4. Handle incorrect email addresses or pending invitations
- 5. Remove a user from the organisation
- 6. View previous users
1. Add and invite new users
Requires the Administrator role in the organisation.
- Go to Administration > Users in the left menu.
- Click the Add user button in the top right corner.
- Fill in the email address and name in the form below the user list.
- Configure the user's settings:
- Role: Select one or more standard roles (Administrator, Observer, or Limited) or a custom role. If left blank, the user is automatically assigned the Limited role.
- Title: Enter the user's job title or board function (e.g., CEO, Board Member, Auditor).
- Temporary access: Check this option and select an end date if the user's access should automatically expire after a specific date.
- Authorized signatory / Primary contact: Check if the person is an authorized signatory or should serve as the primary contact person for Boardeaser.
- Click Add.
- (Optional) To invite additional people at the same time, click Invite more users and complete the next form.
- Finish by clicking Send invitations. Invitation emails will then be sent out.
2. How users accept an invitation
Once an invitation is sent, the user receives an email with an activation link:
- New user without a Boardeaser account: Clicks "Register your account on Boardeaser" in the email and sets a password. After creating a password, they will also need to verify their account via the confirmation email sent immediately afterwards.
- Existing Boardeaser user: Clicks Log in to Boardeaser and receives immediate access to the new organisation within their existing login.
3. Edit an existing user's settings and roles
- Go to Administration > Users in the left menu.
- Locate the user in the list, click the three dots (···) to the right, and select Edit.
- Update the desired settings (e.g., change roles, title, or set temporary access).
- Click Save.
How users edit their personal details:
To edit their own name, password, or contact details, the user clicks on their profile picture/name in the top right corner of the interface and selects My profile.
4. Handle incorrect email addresses or pending invitations
If a purple icon appears next to a user's name in the list, the invitation has not yet been accepted.
A. Resend the invitation
If the email address is correct but the user has not activated their account, click the purple icon next to their name to resend the invitation email.
B. Correct an incorrect email address (before account activation)
If you entered an incorrect email address when inviting a user, you can correct it as long as the account has not been activated yet:
- Click the three dots (···) next to the user and select Edit.
- Update the email address to the correct one and save. A new invitation will automatically be sent to the updated email address.
Note: If the user has already activated their account, they must update their email address themselves under "My profile", or you can remove the user and invite them again with the correct email address. See also the guide Change email address on account.
5. Remove a user from the organisation
- Go to Administration > Users in the left menu.
- Locate the user, click the three dots (···) to the right, and select Remove.
- Confirm by clicking Remove in the pop-up dialog.
6. View previous users
To view a historical overview of users who previously had access to the organisation:
- Go to Administration > Users in the left menu.
- Click on the Previous users tab at the top of the page.