The Users tab lists everyone with access to your account. Invite new users, change their access level, manage which programs they can see, and revoke access when someone leaves.
Inviting a new user
- Open Users from the sidebar.
- Click the + button to open the New User modal.
- Fill in:
- First Name and Last Name — required.
- Title — optional (e.g. LCSW, Intake Coordinator).
- Email — required. The user's email is also their login ID.
- Phone — optional.
- Verify Email — required on new users; must match the Email above.
- Level — required. 1 through 5. See Access levels.
- Facilities — the facilities this user belongs to.
- Program Access — per facility, either All programs (the default — access to every program offered there) or a restricted set of specific programs. This is what limits which clients a level 1–4 user sees.
- Click Save. An invitation email with a password-setup link goes out automatically. The invite link expires after 7 days. The user stays Pending until they accept.
What the user statuses mean
| Status | Meaning |
|---|---|
| Active | Accepted their invitation and can sign in. |
| Pending | Invitation sent, not yet accepted. If the invite expired, open the user and use the Resend Invite button on the Invite Pending banner at the top of the modal. |
| Revoked (Inactive) | Access has been removed. Cannot sign in. Can be restored with Reinstate access from the edit modal's More actions menu — back to Active if they had accepted their invitation, or back to Pending with a new invitation email if they had not. |
Editing a user: change level, facility, and program access
Click a row to open the edit modal. You can change any field including level, facilities, and program access. Depending on the user's current status, the modal surfaces different actions:
- Invite Pending banner — shown across the top of the modal for pending users. The banner includes a Resend Invite button that fires a fresh invitation email with a new link.
- "No invite has been sent — user cannot log in yet" banner — shown for active users who never received an invitation. The banner includes a Send Invite button.
- Access Revoked banner — shown for revoked users. Restore access with Reinstate access from the More actions menu.
Revoking and reinstating a user
Revoke and reinstate live in the More actions menu (the hamburger button in the modal footer):
- Revoke access — shown for active or pending users (except yourself). Signs them out immediately and blocks future logins. Their audit-log entries and authorship remain intact.
- Reinstate access — shown for revoked (inactive) users. What it restores depends on whether they had accepted their invitation before being revoked:
- They had accepted — they return to Active and can sign in again with their existing password. No email is sent.
- They never accepted — they return to Pending and a new invitation email goes out. The link from the earlier invite is permanently dead, so they must accept the new one before they can sign in.
If your account uses a system of record and direct login is turned off for this user, reinstating them is refused with Direct login is disabled for this user. They reach OutcomeTools through your system of record instead — turn on Allow login for them first if they need a direct login. A connected system of record may also own the user record itself, or each user's facility and program access — see Working with a connected system of record.
Level changes take effect on the user's next request (a force-reload is triggered if needed).
Always revoke — don't delete. Revoking preserves the user's audit trail and authorship across the account. There is intentionally no Delete option.
Filtering and searching the user list
The filter dropdown lets you hide active users, hide pending users, show revoked users, and filter by one or more access levels. The search box matches against name, email, title, and phone.