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Manage team members, roles and permissions

Add teammates to your workspace, give each one the right role, and edit or remove them later. At the end, every person on your team signs in with their own account and sees only what their role allows.

Before you start

  • You are the workspace owner or another Super Admin. Only admins see Add, Invite teammate and Edit on the team screen.
  • Your plan has a free seat. When every seat is used, Add and Invite teammate are hidden. See Credits and billing in Ohanvi and the Billing section to add seats.
  • You have each teammate's name, email and mobile number.

Roles in Ohanvi

Each person has exactly 1 role. The role decides what they can do in every module.

Role What it allows
Super Admin Full access, including team & billing.
Manager Everything except delete.
Executive Day-to-day work — no delete, approve or cancel.

Permissions come from the role. You cannot switch single actions on or off for 1 person. To change what someone can do, change their role.

The person who created the workspace is the account owner. Their role cannot be changed and their account cannot be deleted.

Steps

Open the team list

  1. Click your initials in the bottom-left corner, then click Settings.
  2. Click your name at the top of the Settings list.
  3. Under Team & access, click App User. The App User Management list opens.

The list shows Status, Name, Username, Role, Email and Phone Number for each person.

Add a teammate

Use this when you want to set the teammate's username and first password yourself. To let them sign up on their own, invite them with a link instead.

  1. Click Add. The Add teammate window opens.
  2. Under User Details, fill in Name, Username, Email and Phone Number.
  3. Wait for Username available under Username. If you see Username already taken, try another.
  4. Leave User Type as Standard. Pick Generic only for an outside user who needs a short list of allowed actions.
  5. Type a first Password. It must meet every rule in the checklist below the box.
  6. Under Role, click Super Admin, Manager or Executive.
  7. If you picked Executive, choose who they report to under Reports To → Manager (optional). Only Managers and Super Admins are listed.
  8. Click Add teammate. The message added to your team. appears.
  9. Share the username and password with your teammate. They can change the password later on My Account.

Change a teammate's details or role

  1. In the App User Management list, click the pencil icon (Edit) on the person's row. The Edit teammate window opens.
  2. Change their details, or pick a new role under Role.
  3. To reset their password, type a new one in Password. Leave it blank to keep the current one.
  4. Click Save. The message updated. appears.

You cannot change Username after the account is created.

Bring back a teammate after a plan downgrade

When a plan downgrade leaves fewer seats than people, some accounts are switched off. Their row shows a seat icon with the tooltip Deactivated by a plan downgrade — no free seat.

  1. Free a seat, or add seats to your plan.
  2. Click the pencil icon (Edit) on their row, then click Save. The account is active again.

Remove a teammate

The teammate loses access at once

A removed teammate can no longer sign in. Their past work stays in Ohanvi.

  1. On the person's row, click Delete. A confirmation appears.
  2. Click Delete to confirm.

Group teammates with User Groups

Super Admins also see User Group under Team & access. A user group holds people who share a role.

  1. Under Team & access, click User Group. The User Group Management list opens.
  2. To see who is in a group, check Users Count, or open the group.
  3. To change members, edit the group, then add or remove names in App Users.
  4. Click save [VERIFY: exact save button label in the grid form].

Change roles from App User when you can. Editing groups by hand can move people between roles.

Switch between your own roles

If you hold more than 1 role, click your initials bottom-left, then Switch role, and pick a role. The app reloads with that role's access.

Video walkthrough

[VIDEO]

Troubleshooting

Issue Cause Fix
Add and Invite teammate are missing You are not a Super Admin, or every seat on your plan is used. Ask the workspace owner, or add seats in the Billing section.
Cannot reactivate: the tenant's plan has no free seats (…). Upgrade the plan or add seats first. All seats are in use. Remove someone or add seats, then try again.
Email … already exists with user: … Another active user has that email. Use a different email for this teammate.
Mobile number … already exists with user: … Another user has that mobile number. Use a different number.
Delete is greyed out with This account can't be deleted This is the account owner. The owner account cannot be removed.
This is the account owner — their role can’t be changed. You opened the owner's account. Change other teammates' roles instead.