Overview
Getting the right people into Structur with the right level of access is one of the most important things you'll do when setting up your organization. Whether you're onboarding a new superintendent, bringing in an estimator, or giving a project owner visibility into financials, Structur's user management tools let you control exactly who sees what and who can do what across every project.
Access control isn't just about security. It's about clarity. When each team member has a role that matches their responsibilities, there's less noise, fewer accidental changes, and a cleaner audit trail for everything that happens in your projects. Sensitive financial data stays protected, and the right people stay accountable for the right work.
Structur's user management lives in your organization Settings, where admins can invite new users, assign roles, manage project-level assignments, and deactivate accounts when team members move on. This guide walks you through every step of that process.
Understanding User Management
What It Does
User management in Structur allows you and your admins to:
Invite team members via email with a role pre-assigned before they ever log in
Assign roles that control what each user can view, edit, and manage across the platform
Assign users to specific projects in defined roles like Project Manager, Estimator, or Superintendent
Edit user details including hourly rate and role at any time
Deactivate accounts instantly when someone leaves, without losing their historical data
Reactivate users if a team member returns or was deactivated in error
Track activity to identify inactive accounts and manage your licensed seats
When to Use It
User management is most valuable when you want to:
Onboard a new hire and get them into the right projects from day one
Restrict financial data to only the people who need it
Remove a departed employee's access immediately without losing their project history
Audit who has admin-level permissions across your organization
Right-size your licensed seats to manage subscription costs
Assign clear project roles so everyone knows their responsibilities
Step-by-Step Instructions
1. Access User Management
Click Settings in the left sidebar
Click Users in the Settings sidebar
You'll see a list of all users in your organization, including their role, status, and last active date.
2. Invite a New User
Click New User in the top right
Enter the user's first and last name
Enter their email address
Select their role from the dropdown
Toggle on Assign a license seat to this user if they need active access to Structur
Click Send Invite
The user will receive an email with instructions to set up their account.
Note: Only users with an assigned license seat can log in and use Structur. If you're adding someone for record-keeping purposes only, you can leave the seat unassigned and enable it later.
3. Assign Users to Projects
Project-level assignments give users a specific role within a project, separate from their organization-wide role.
Adding a user to a new lead:
Click Leads in the left sidebar
Click New Lead in the upper right
Add team members and assign them to lead roles:
Sales Rep
Estimator
Project Manager
Superintendent
Adding a user to an existing project:
Open the relevant project
Navigate to General and click Edit
Add team members and assign them to project roles:
Sales Rep
Estimator
Project Manager
Superintendent
Note: Project-level roles determine what a user can see and do within that specific project. Always assign project roles when adding someone to a new job.
4. Edit an Existing User
Find the user in the Users list in Settings
Click their name or the three-dot menu next to their row
Select Edit
Update any of the following:
Hourly Rate
Role
Save your changes
Note: Role changes take effect immediately. The user's access updates as soon as you save.
5. Deactivate or Remove a User
When a team member leaves or no longer needs access:
Find the user in the Users list
Click the three-dot menu or open their profile
Select Deactivate User
Confirm the action
Important: Deactivating a user removes their access immediately, but all historical data including daily logs, tasks, and comments remains in the system. This preserves your audit trail and project records. We recommend deactivating rather than deleting whenever possible.
Billing Implications
Most plans charge per active seat. Here's what counts and how to manage costs.
What counts toward your subscription:
Users with an assigned and active license seat
Upgrading the number of seats may change your plan cost
How to manage costs:
Deactivate inactive users - deactivated users no longer count as active seats
Avoid making everyone an admin, as some plans tier pricing by role
Review your user list monthly and audit for accounts that no longer need access
Note: Check Settings > Billing for the exact seat count and cost details on your plan.
Troubleshooting Common Issues
User Didn't Receive an Invitation
If a new user can't find their invite email:
Ask them to check their spam or junk folder
Verify the email address you entered is correct
Resend the invitation from the Users list
Try an alternate email address if the issue persists
User Sees Features They Shouldn't
If a user has access to something they shouldn't:
Review their organization-level role in the Users list
Check their project-level role assignment within the relevant project
Update either role as needed
Contact Structur support if the issue persists after correcting the role
Can't Change Someone's Role
If you're unable to update a user's role, it may be because:
Only users with access to the Permissions feature can change user roles
You can't demote the last remaining admin in the organization
Your plan may have billing restrictions on certain role changes
The user may be the account owner, which requires support assistance to change
Best Practices
Start with minimal permissions - assign the lowest role that covers someone's responsibilities, and expand access as needed rather than giving everyone admin rights.
Deactivate promptly - remove access for departed employees the same day they leave to protect sensitive project and financial data.
Review your user list quarterly - check the last active column and clean up inactive accounts to manage costs and maintain security.
Assign project roles every time - don't just add users to the organization; make sure they're assigned to the right projects with the right role.
Keep accounts individual - every team member should have their own login. Shared credentials break the audit trail and create security risks.
Train by role - new users benefit most from guidance specific to what they'll actually use. A superintendent doesn't need a walkthrough of estimating features.
Document role changes - when you change someone's permissions, note why, especially for promotions to admin level.
Common Questions
Q: How many users can I add?
A: It depends on your plan. Check Settings > Billing for your current user limit and available seats.
Q: Can I have more than one admin?
A: Yes. You can assign the Super Admin role to as many users as needed. That said, it's best practice to limit admin access to those who genuinely need it.
Q: What happens to a user's data when they're deactivated?
A: Their historical data including logs, tasks, comments, and assignments stays in the system. Deactivating only removes their ability to log in; it doesn't delete anything.
Q: Can a user change their own role?
A: No. Only users with access to the Permissions feature can change user roles.
Q: Can I reactivate a deactivated user?
A: Yes. Find them in the Users list and reactivate them at any time. If your plan requires a seat assignment, you'll need to re-enable that as well.
Q: How do I transfer ownership of a project or task to someone else?
A: For projects, open the project and click Edit on the General module. Add the new user to the relevant role such as Sales Rep, Estimator, Project Manager, or Superintendent. Once the new user is added, remove the previous user by clicking the small X next to their name.
For tasks, open the task and select Assignee in the right side menu. Select the new user and deselect the old one.
Q: Does deactivating a user affect my billing?
A: Deactivated users no longer count as active seats, which may reduce your subscription cost depending on your plan. Check Settings > Billing for details.
Common Mistakes to Avoid
Don't | Do |
Give everyone admin access "just in case" | Assign the minimum role needed and expand as responsibilities grow |
Leave former employees with active accounts | Deactivate users the same day they leave the organization |
Add users to the org but skip project assignments | Assign users to specific projects with the correct project role |
Ignore the last active column | Review the user list quarterly and clean up inactive accounts |
Share login credentials between team members | Ensure every person has their own individual account |
Delete users instead of deactivating them | Deactivate to preserve historical data and maintain the audit trail |
Forget to assign a license seat to new invitees | Enable seat assignment so new users can actually log in |