Managing users

Users are the people in your Pilla account who can log in. You invite them by email, give them a role, and add them to one or more teams. They show up on workflow runs, chats, and dashboards based on the teams they belong to.

What a user is

A user is anyone with login access to your Pilla account. Every user has a name, an email, a role (Staff, Manager, or Admin), and at least one team. Their role controls what they can do across the app, and their teams control what they can see.

Users are tied to a single Pilla account. They cannot be moved between accounts, so if someone leaves and joins a new business that also uses Pilla, they will need a new invite there.

Inviting a new user on the web

You add new users from the Users screen.

1. Open the Users screen from the left sidebar.
2. Tap New user in the top right.
3. Fill in the user details (see fields below).
4. Tap Save.

• Name (text, required) -- the person's full name. Shown everywhere they appear in Pilla.
• Email (email, required) -- their login address. Must be unique across your Pilla account.
• Role (dropdown, required) -- pick Staff, Manager, or Admin. Tap the dropdown and pick one option. See the Roles and permissions doc for what each role can do.
• Teams (multi-select, required) -- pick at least one team. Tap the picker and tick each team they should belong to.

When you tap Save, Pilla creates the user, generates a password, and sends them a welcome email so they can log in. The side panel closes straight away and a "User Created" message confirms it worked.

Editing a user on the web

You can change a user's name, email, role, or team memberships any time.

1. Open the Users screen.
2. Tap the user you want to change (or tap the three-dot menu and pick Edit user).
3. Update any field in the side panel.
4. Tap Save.

Role changes take effect immediately. If you change someone from Manager to Staff, they lose manager features as soon as their app refreshes. Email changes update their login address too.

Removing a user on the web

Removing a user stops them logging in but keeps their history.

1. Open the Users screen.
2. Tap the three-dot menu on the right of the user row.
3. Pick Archive user (shown in red).
4. In the popup, tap Archive to confirm. Tap Cancel to back out.

The user disappears from lists. Their past workflow runs, messages, and other history stay in your records. If you are on a paid plan, your seat count adjusts on the next billing sync.

Resending an invitation

Pilla does not yet have a one-click "resend invite" button. If someone never got their welcome email, the easiest fix is:

1. Open the Users screen and find the user.
2. Tap the three-dot menu and pick Archive user.
3. Confirm the archive.
4. Tap New user and invite them again with the same email.

A fresh password and welcome email will be generated. You may want to ask them to check spam first before going through this.

Managing users on the mobile app

Managers and admins can invite, edit, and remove users from the mobile app too. The fields match the web app, but you pick teams from a popup with tick-boxes.

1. Open the side menu and tap Users.
2. Tap New in the top right to add a user, or tap the three-dot icon on a user row to edit or delete.
3. Fill in Name, Email, Role, and Teams.
4. Tap Save in the top right.

To delete a user on mobile, tap the three-dot icon on the user row, pick Delete user, then tap Delete in the confirmation popup. Staff users do not see the Users menu item. If you are over your free user limit, you may be prompted to set up billing before adding more.

Filtering the users list on the web

The Users screen has filters at the top to help you find the right person.

• All Teams -- pick one or more teams. The list narrows to people in those teams.
• All Roles -- pick Staff, Manager, or Admin. Only matching users are shown.
• Search users... -- type any part of a name, email, or job title. Matches show as you type.

The filters stack, so you can combine all three. As a manager, you only ever see users in the teams you belong to, even if the team filter is empty.

Tips

• Use real email addresses. Pilla sends a welcome email with login details to the address you enter.
• Start people as Staff. You can always promote them to Manager or Admin later.
• Add people to every team they belong to. Their workflow runs, chats, and dashboards all filter by team.
• Archive leavers promptly. It removes their access and trims your seat count on paid plans.
• Email must be unique. If you get a "user with this email already exists" error, the address is in use elsewhere on your account.