Add User from User Management

Overview

As an admin, you can add new users to your CarbonSig account through the User Management section. This guide walks you through inviting both internal team members and external collaborators.

Who can do this: Only users with the Admin role can add new users.

Before You Start

Understanding User Types

When you add someone to CarbonSig, they'll be categorized as either:

Internal User (User)

• Your employees or primary team members
• Each person can be an internal User in only ONE organization
• Their primary professional affiliation in CarbonSig

External User

• Consultants, partners, vendors, auditors from other organizations
• Already have a CarbonSig account elsewhere
• Can be External Users for multiple organizations simultaneously
• Maintain their primary account with another organization

How the system decides: When you enter an email address, CarbonSig automatically checks:

• ✓ Account found → Added as External User
• ✗ Account not found → Added as internal User (new account created)

Learn more about user types →

Step-by-Step: Adding a User

Step 1: Access User Management

Navigate to the User Management section.

Where to find it:

1. Look for the "Users" tab in your left sidebar
2. Click to open User Management
3. This tab is only visible to users with Admin role

Step 2: Click "Add User"

In the User Management section, click the "Add User" button.

What happens next:

• A form appears to collect user information
• You'll enter their email and configure their access

Step 3: Enter Email Address

Type the email address of the person you want to invite.

System behavior:

• CarbonSig checks if this email is already registered
• If account exists → They'll be added as External User
• If account doesn't exist → They'll be added as internal User (new account)

Best practice: Confirm the email address is correct before proceeding to avoid sending invitations to wrong addresses.

Step 4: Assign Workspace(s)

Select which workspace(s) this user should have access to.

Understanding workspaces: Workspaces are separate areas within your account that organize data by:

• Location (e.g., different facilities)
• Team (e.g., different departments)
• Project (e.g., specific initiatives)
• Business unit (e.g., divisions)

Assignment options:

Single workspace

• Assign to one specific workspace
• Use for: Users working on specific projects or locations

Multiple workspaces

• Select several workspaces
• Use for: Users who work across multiple teams or projects

All workspaces (Admin role only)

• Admins automatically get access to all workspaces
• No need to assign individually

Strategic considerations:

• ✓ Only assign workspaces where they need to work
• ✓ Start with minimum necessary access
• ✓ You can always add more workspaces later
• ✓ Less access = better security and clarity

Learn more about workspaces →

Step 5: Select Role

Choose the appropriate role based on what this user needs to do.

Available roles:

Admin → Master key to all workspaces

Full access to everything, including user management

Permissions:

• Complete access to every workspace (current and future)
• Can see and manage entire organizational landscape
• Access to "Users" tab for user management
• Can add, remove, and suspend users
• Can assign or modify roles for any user
• Automatically grants access to all workspaces

Use for:

• Senior team members managing the carbon program
• Trusted managers who need oversight of everything
• Users who will manage other team members
• Anyone who needs unrestricted access

Important: System requires at least one Admin at all times. If you're the last Admin, you cannot remove your own Admin role.

Editor → View and modify content in assigned workspaces

Full editing permissions within designated workspaces

Permissions:

• Full editing access to assigned workspaces only
• Can create, modify, and delete content
• Full editing permissions for:
  • Systems
  • Libraries (LCI, RFI)
  • EACs (Environmental Attribute Certificates)
  • Relationship Management
  • Carbon Credits pages
• Cannot access workspaces not explicitly assigned
• Cannot manage users

Use for:

• Team members creating carbon accounting systems
• Staff building and managing carbon data
• Employees working on specific projects
• Anyone who needs to create and edit content

Best practice: Assign Editors only to workspaces where they actively create or modify content.

Viewer → Read-only access to assigned workspaces

View all content without modification capabilities

Permissions:

• Read-only access to assigned workspaces only
• Can view all content including:
  • Systems
  • Libraries
  • EACs
  • Relationships
  • Carbon Credits
  • Reports
• Cannot make any modifications or changes
• Cannot access workspaces not explicitly assigned
• Cannot manage users

Use for:

• Stakeholders needing visibility
• Management reviewing data
• Finance team checking carbon credits
• Anyone who needs to see but not change data

Best practice: Default to Viewer when users only need to monitor or review. You can always upgrade to Editor later.

Role Selection Decision Guide

Ask yourself:

1. Do they need to manage users or access all workspaces?
   • Yes → Admin
   • No → Continue to question 2
2. Do they need to create or modify content?
   • Yes → Editor (assign specific workspaces)
   • No → Viewer (assign specific workspaces)
3. Will they work across all areas or just specific ones?
   • All areas → Consider Admin
   • Specific areas → Editor or Viewer
4. What's their primary responsibility?
   • Managing team/program → Admin
   • Creating carbon data → Editor
   • Reviewing/monitoring → Viewer

Step 6: Review and Send Invitation

Review all the information you've entered:

• ✓ Email address is correct
• ✓ Workspace assignments are appropriate
• ✓ Role matches their responsibilities

Click "Invite User" (for new users) or "Invite External User" (for existing accounts).

What happens next:

For new users (internal):

1. Invitation email sent to their address
2. They click the activation link
3. They create their name and password
4. Account is immediately active
5. They can log in and access assigned workspaces

For existing users (external):

1. Invitation email sent to their address
2. Notification appears in their CarbonSig account
3. They review and accept the invitation
4. Access granted immediately
5. They can switch to your organization in their workspace selector

Timeline: Most users complete onboarding within 5 minutes of receiving the invitation.

After Sending the Invitation

Track Invitation Status

In User Management, you can see Status indicators:

• Pending: Invitation sent, waiting for acceptance/completion
• Active: User has accepted and can access the account
• Suspended: Access temporarily revoked (can be reactivated)

Resend Invitations

If someone didn't receive the invitation:

1. Go to User Management
2. Find the pending invitation
3. Click "Resend Invitation"
4. Ask them to check spam folder

Modify Access Before They Accept

You can change workspace assignments or role before they accept:

1. Find the pending invitation
2. Click to edit
3. Make your changes
4. Save

Managing Users After Onboarding

Viewing Users

In User Management, you can see:

• All active users in your account
• Their roles (Admin, Editor, Viewer)
• Their user type (Internal or External)
• Which workspaces they can access
• Their account status

Modifying User Access

You can adjust any user's access anytime:

Change role:

1. Select the user
2. Click "Edit"
3. Choose new role
4. Save changes

Add/remove workspaces:

1. Select the user
2. Click "Edit"
3. Adjust workspace assignments
4. Save changes

Suspend access temporarily:

1. Select the user
2. Click "Suspend"
3. Their access is immediately revoked
4. Unsuspend anytime to restore access

Remove user permanently:

1. Select the user
2. Click "Remove User"
3. Confirm removal
4. Their access is permanently revoked

Important: Changes take effect immediately. Users may need to refresh their browser to see updated access.

Best Practices

Security & Access Control

✓ Principle of least privilege - Start with minimum access, add more as needed
✓ Regular audits - Review user list quarterly
✓ Remove promptly - Delete access when people leave or projects end
✓ Document decisions - Note why each person has their specific access
✓ Limit Admin role - Only assign to trusted managers

Workspace Assignment

✓ Be specific - Assign only workspaces they need
✓ Think long-term - Consider their future responsibilities
✓ Review regularly - Adjust as roles change
✓ Group logically - Assign by team, project, or location

Role Selection

✓ Default to Viewer - Start conservative, upgrade as needed
✓ Editor for creators - Anyone building systems or managing data
✓ Admin sparingly - Only for managers overseeing programs
✓ Match to job function - Role should reflect actual responsibilities

Communication

✓ Inform users - Tell them they'll receive an invitation
✓ Set expectations - Explain what workspaces they'll access
✓ Provide context - Share why they're being added
✓ Offer onboarding - Point them to relevant documentation

Troubleshooting

Invitation email not received

Check these first:

• Verify email address is correct
• Ask recipient to check spam/junk folder
• Confirm invitation was actually sent
• Check if invitation expired

Solutions:

• Resend invitation from User Management
• Try a different email address if available
• Contact support if issues persist

Can't assign certain workspaces

Possible reasons:

• You may not have Admin role
• Workspace might not exist yet
• System might be experiencing issues

Solutions:

• Confirm you have Admin role
• Create workspace first, then assign users
• Refresh page and try again

User can't see workspace after accepting

Common causes:

• Workspace wasn't assigned correctly
• User needs to refresh browser
• Role doesn't have appropriate permissions

Solutions:

• Double-check workspace assignments
• Ask user to log out and back in
• Verify role has access (Viewer, Editor, or Admin)
• Check User Management to confirm access granted

Need to change user type (Internal ↔ External)

Not possible directly:

• User type is determined when account is created
• Based on whether email already existed in CarbonSig
• Cannot convert between Internal and External User

Workarounds:

• Remove current user
• Add them again (system will re-determine type)
• Or adjust roles/workspaces to give them appropriate access

Multiple Admins needed but only have one

Solution:

• Current Admin promotes another user to Admin
• Then both users have Admin role
• System always requires at least one Admin

Accidentally removed last Admin

Prevention:

• System prevents you from removing yourself if you're the last Admin
• This situation shouldn't occur
• If it does, contact support immediately

Understanding User Types: Quick Reference

Internal User (User)

• Primary account in your organization
• One per person - can only be internal User in one org
• Full capabilities - can have any role (Admin, Editor, Viewer)
• Use for: Your employees, primary team members

External User

• Additional access to your organization
• Multiple allowed - can be External User for many orgs
• Full capabilities - can have any role (Admin, Editor, Viewer)
• Primary account elsewhere - maintains their main org affiliation
• Use for: Consultants, partners, vendors, auditors

Key difference: Just organizational affiliation - permissions are identical for any given role.

Related Articles

For comprehensive user management information:

• User Onboarding Process - What new users experience
• External User Onboarding - Detailed external user guide
• Understanding User Management - Complete user management concepts
• Understanding Workspaces - How workspaces organize data

Need Help?

Questions about user management:

• Visit our Help Center
• Email support@carbonsig.com

Build your team and manage access effectively! 👥

Last updated: November 2025