Manage Users

You should manage users whenever people join your organization, change responsibilities, need different access, or leave the account. Keeping users updated is important for security, traceability, and compliance.

A user’s access affects what they can see and do in the system. This may include aircraft, inventory, purchasing, work orders, workshop execution, technical records, administration, and integration settings.

When to manage users

You should review or update users when:

A new team member joins
A user changes role or responsibility
A user needs access to a new area
A user can no longer see something they need
A user has too much access
A user leaves the organization
An invitation has not been accepted
You are preparing for go-live
You are preparing for an audit
Your organization changes workflows

User access should reflect the person’s current responsibility, not an old role or temporary setup need.

What you can manage

Depending on your permissions, you may be able to manage:

User details
Assigned roles
Access permissions through roles
Invitations
Former members
Account access
User troubleshooting
Impersonation, if authorized

Not all administrators can perform every user management action. Access to manage users may itself depend on your role and permissions.

Access the Users page

To manage users:

Go to Administration
Open Users.
Find the user you want to review.
Open the user or use the available actions.

The exact page labels and actions may vary depending on your account setup and permissions.

Review user details

Start by checking that the user information is correct.

Review:

Name
Email address
Account membership
Assigned roles
Invitation status
Whether the user is active or former
Whether the user has the correct responsibility in the system

Incorrect user details can create confusion, especially if users have similar names or shared operational responsibilities.

Update user roles

Roles control what the user can see and do in FlightLogger Maintenance.

Update a user’s roles when their responsibilities change.

For example:

A technician may need Workshop access.
A planner may need Aircraft and Maintenance Planning access.
A stores user may need Inventory access.
A purchasing user may need Purchasing access.
A compliance user may need technical record and airworthiness access.
An administrator may need access to users, roles, account settings, and integrations.

Before assigning a role, confirm that the access matches the user’s real responsibility.

Avoid giving broad access just to solve a short-term access issue. If a user is missing one specific permission, review the role design instead of giving unnecessary administrator access.

Manage invitations

If a user has been invited but has not joined, review the invitation.

You may need to:

Confirm that the email address is correct
Resend the invitation
Cancel an incorrect invitation
Create a new invitation if needed
Ask the user to check spam or email filtering

A user may not be able to log in until the invitation has been accepted and the account access is active.

Manage former members

When a person leaves the organization or should no longer access the account, their access should be removed or deactivated according to your process.

Former users should no longer be able to access operational records, account settings, integrations, or maintenance workflows.

You should review former members regularly to ensure access remains accurate.

This is especially important for:

Former employees
External consultants
Temporary implementation users
Users who changed organization
Users who were given temporary elevated access

User access and permissions

A user may not see every page described in the Help Center.

Access can depend on:

The user’s role
The permissions included in that role
Account setup
Enabled features
Setup mode
Personnel authorizations
Whether the user is in the correct account

If a user says a menu item is missing, do not assume the system is wrong. First review whether the user should have access to that area.

User management vs personnel authorizations

Managing a user is not the same as managing personnel authorizations.

User management controls whether the person can access the system and which pages or actions they can use.

Personnel authorizations define what the person is approved to do from a maintenance or compliance perspective.

For example, a user may have access to Workshop, but that does not automatically mean they are authorized to complete a certifying staff signoff or CRS-related action.

If the user performs controlled maintenance actions, review both their role and their personnel authorizations.

Regular access review

User access should be reviewed regularly.

A good review includes:

Active users
Former users
Pending invitations
Assigned roles
Users with administrator access
Users with integration or setup access
Users who can approve, release, complete, or sign off work
Users with compliance-related access

Regular reviews help keep the account secure and audit-ready.

Best practices

Keep user access aligned with real responsibilities.
Use roles consistently.
Review access when a person changes job function.
Remove access when a user leaves.
Avoid unnecessary administrator access.
Review pending invitations.
Check both roles and personnel authorizations for maintenance users.
Document important access changes if required by your organization.

Summary

Managing users keeps your FlightLogger Maintenance account controlled and up to date.

Users should have the access they need to perform their work, but no more than necessary. Review users regularly, update roles when responsibilities change, manage invitations, and remove access when users leave.

Good user management supports secure operations, clear accountability, and traceable maintenance workflows.