📋 Overview
Every person on your team who needs access to Structur starts with an invitation from Settings > Users. This is where you control who is in your account, what role they hold, whether they have an active license seat, and what hourly rate applies to their time. Getting your team set up correctly from the start means the right people have access to the right parts of the platform, and your timesheet and billing calculations use accurate rates from day one.
Structur uses a role-based system to define what each team member can see and do. Roles range from field-focused positions like Field Crew and Foreman to administrative roles like Office Manager and Company Admin. You assign a role when you send the invitation, and you can change it at any time. If your business uses job titles or department structures that don't match the default roles, you can create custom roles and manage permissions for each role in Settings > Permissions.
License seats control active access. A user without a license seat receives the invitation but cannot log in until a seat is assigned. This gives you flexibility to invite someone in advance without activating their access until you're ready. Keep in mind that adding a licensed user automatically adds a paid seat to your subscription.
🔍 Understanding Users
⚡ What It Does
Settings > Users allows you to:
View your full team at a glance, filter by All, Active, Inactive, or Pending, and search by name
Invite new team members, send invitations with a role assignment and license seat in one step
Assign roles on invitation, choose from nine default roles or custom roles you've created in Permissions
Set hourly rates per user, define each team member's rate for timesheet calculations and billing purposes
Manage license seats, activate or deactivate a user's seat without removing them from the account
Update a user's sign-in email, as an admin, you can correct or change a team member's email directly
Send a password reset link, generate a link to share with a user who needs to reset their password
Deactivate or delete users, revoke access without deleting the record, or permanently remove an account
📅 When to Use It
Settings > Users is most valuable when you need to:
Bring a new employee or subcontractor into Structur before their first project
Update a team member's role after a promotion or change in responsibilities
Adjust a user's hourly rate when rates change
Deactivate a user's license seat or account when someone leaves, without deleting their history
Check how many active, inactive, and pending users your account has
Correct a user's sign-in email or help them reset a forgotten password
Remove a user who no longer needs access
📝 Step-by-Step Instructions
1. Open Settings > Users
Click Settings in the left sidebar
Click Users in the Settings sidebar
Settings opens as a pop-up window. The Users page shows filter tabs at the top, All, Active, Inactive, and Pending, each with a live count. Use the search bar to find a user by name, and the List / Grid toggle to switch how the team is displayed. Your team list shows columns for Name (with email underneath), Role, Status, License, and Date Added.
2. Invite a New User
Click + New User in the top right
The New User modal opens
Enter the new user's First Name (required) and Last Name (required)
Enter their Email (required)
Select their Role (required) from the dropdown. Default roles: Bookkeeper, Estimator, Field Crew, Foreman, Office Manager, Project Manager, Sales, Company Admin, and Superintendent
Enter an Hourly Rate (optional)
Review the Assign a license seat toggle, it is on by default and gives this user full access, using one paid seat from your plan
Click Create
Important: You're only charged if there are no available seats on your plan, adding a licensed member beyond your available seats automatically adds a paid seat to your subscription and updates your plan billing. If you want to invite someone without activating their access yet, turn the toggle off before creating the invite.
Note: Custom roles and role permissions are managed in Settings > Permissions. If the default roles don't match your team structure, create custom roles there first, then assign them here when inviting users.
3. View and Edit a User
Click the three-dot menu next to the user's name
Select View details
The details view opens showing the user's profile photo, name, email, role, hourly rate, license seat status, password options, account status, and delete option, all in one place.
Profile photo: upload a square image at least 256×256px
First Name / Last Name: update as needed
Email: as an admin, you can update this user's sign-in email directly
Role: change their assigned role from the dropdown
Hourly Rate: update the rate used for timesheet calculations and billing purposes
License seat: toggle on or off, this controls whether the user holds a paid seat with full access
Password: click Reset password to generate a reset link you can share with the user
Account active: click Deactivate account to revoke their access without deleting the record
Delete user: permanently remove the account, this can't be undone
Click Save Changes when done, or Cancel to discard.
4. Quickly Deactivate a User
Click the three-dot menu next to the user's name
Select Deactivate user
This revokes the user's access without deleting their account or history. You can reactivate them later from the same menu or from their details view.
5. Delete a User
Click the three-dot menu next to the user's name and select View details
Scroll to Delete user and click Delete user
Important: Deleting a user is a destructive action and can't be undone. Review what projects and tasks they are assigned to before deleting them to avoid gaps in responsibility. If you're not sure, deactivate the user instead, it revokes access without permanently removing their record.
⭐ Best Practices
Assign the most specific role that fits the person's responsibilities, broader roles like Company Admin give access to everything. Only assign elevated roles to team members who genuinely need that level of access.
Set hourly rates before your team starts logging time, rates apply to timesheets going forward. Setting them accurately from the start means your labor cost reports are reliable from day one.
Deactivate instead of delete when someone is on leave or transitions out, deactivating preserves their history and frees the license seat without permanently removing the account.
Check the Pending tab regularly, if a team member hasn't accepted their invite, they may not have received it. Follow up and resend if needed.
Create custom roles in Permissions before inviting users who need them, if your business uses job titles that don't match the defaults, set up the custom role with the right permissions first, then assign it during invitation.
Audit your user list periodically, use the Active/Inactive/Pending filters to spot users who no longer need access or invitations that never got accepted.
❓ Common Questions
Q: What's the difference between deactivating a user and deleting a user?
A: Deactivating revokes the user's access and frees their license seat, but keeps their account and history intact, you can reactivate them later. Deleting permanently removes the account and can't be undone. When in doubt, deactivate rather than delete.
Q: Can I change a user's role after they've already been invited?
A: Yes. Open their View details panel, update the Role field, and click Save Changes. The change takes effect immediately.
Q: What happens if I send an invitation without assigning a license seat?
A: The user receives the invitation email but cannot log in until a license seat is assigned. You can activate their seat at any time from their View details panel.
Q: Will adding a new user change my subscription cost?
A: Only if there are no available seats on your plan. Adding a licensed member beyond your available seats automatically adds a paid seat to your subscription. If you invite a user without assigning a seat, your billing isn't affected until you activate their seat.
Q: Can I update a user's email address?
A: Yes. As an admin, open their View details panel and update the Email field directly. This changes the email they use to sign in.
Q: Can I help a user reset their password?
A: Yes. Open their View details panel and click Reset password to generate a link you can share with them.
Q: Can I create custom roles that aren't in the default list?
A: Yes. Go to Settings > Permissions to create custom roles and configure what each role can access. Once created, your custom roles appear in the Role dropdown when inviting or editing users.
Q: Where do I manage what each role can see and do?
A: Role permissions are managed in Settings > Permissions. This is where you control which modules and actions each role has access to across the platform.
⚠️ Common Mistakes to Avoid
❌ Don't | ✅ Do |
Assign Company Admin to everyone for convenience | Assign the most specific role that matches each person's actual responsibilities |
Leave hourly rates blank or at zero | Set accurate hourly rates before your team starts logging time so labor cost reports are reliable |
Delete a user when they go on leave or transition out | Deactivate their account instead to preserve their history without charging for access they're not using |
Ignore the Pending filter | Check it regularly and follow up with team members who haven't accepted their invite |
Forget to create custom roles before inviting users who need them | Set up custom roles in Settings > Permissions first, then assign them during the invitation |
Assign a license seat without realizing it can add to your billing | Review the license seat toggle and the seat-usage warning before creating each invitation |