# Users

> [HTML Version](360004833572.html)

You can manage users in **Administration > Users**. Here you can:

- [Invite](#invite) users to your company:

	- [Manually](#invite) by sending them an invitation to their email or phone number.

	- Import them from another corporate system, such as [Active Directory/LDAP](import_ad_ldap.md).

- [Lock](#lock) and [unlock](#reset) user access to the system.

- Assign job positions.

- Add groups.

- [Restore passwords](#reset).

- [Delete the user account](#delete-and-restore-users).

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All the listed actions are applied to internal users and are available to [Administrators](360006871932.md#administrators) only. [External users](external-users.md) of the portal are added and managed in [System apps](system_objects.md).

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The list the **Users** page shows employees with the **Active**, **Invited**, **Account is locked**, and **Invitation canceled** statuses. To view the users that are [locked manually](#lock) and users with [canceled](#cancel-inviting) invites, please use [search by parameters](#search-users).

You can select users in the list and apply bulk actions to them: lock and unlock, delete and restore, and change the AD/LDAP server.

Also, you can see who is interacting with BRIX at the given moment. To do that, go to **Administration > **[Active Users](active-users.md).

## Invite a new user

To add a new user to your company, send them an invite via email or phone number.

You need to enable [advanced authentication options](security_settings.md) to send invites to phone numbers.

Sending invitations to new users and [password recovery emails](#reset) is set by default in the SaaS edition, and is configured separately in the On-Premises edition.

Configure sending email invitations for BRIX On-Premises

  
Follow the steps below to configure it:

- Set the parameters of connection with the SMTP server in the \[OBJECT\] file, and then update the system. For more details, see the [Modify BRIX parameters](change-settings-enterprise.md#connect-smtp-server) article.

To do this, go to **Administration** **>** **Users**, and in the upper right corner click on the **+User** button.

**(manage_users_01.png)**

The **Invite User** form opens.

**(manage_users_02.png)**

Fill out the fields:

- **Email address\***.** **Specify the email address to which the invitation should be sent. It is unique for each user. If there is already a user with the specified address in the system, you cannot send an invitation. If you have enabled authentication by phone number, it is not necessary to fill in this field.

- **Full name**.** **Specify the full name of the person.

- **Mobile**. Specify the employee’s mobile phone number. If you have authentication by phone number enabled, the invitation to the company will be sent to the specified number. Please note that if you fill in the **Email** field, the invitation will be sent to the user’s email address instead of the phone.

- **Work phone**.** **Enter the employee’s work phone number. The additional number is indicated with a [separator](360009707032.md#phone-number).

- **Date of birth**.** **Enter the date of birth of the employee.

- **Hire date\***.** **The current date is displayed by default.

- **Time zone**.** **The user’s time zone. The default value is the company’s time zone.

- **Displayed position**. If a user has several positions, specify which one will be shown in their profile and users lists in the [Company](360011604960.md) workspace.

- **Position**.** **Select one or more positions from [the organizational chart](360003861992.md) of the company.

If you have selected a position that is already occupied, a warning window will open with the employee in that position. You can remove the employee from the position or select another one by [editing the profile](#edit). After saving the changes, assign a new user to the vacated position.

- **Business calendar**. Select a [business calendar](360004890291.md) from the drop-down list. The work schedule configured in the calendar will be used to [calculate the due date](360012495611.md#deadline) for tasks assigned to the user.

- **Groups**.** **Add the employee to user groups.

- **Photo**.** **Upload the employee’s photo.

- **Accounts**. Select a messenger or social network from the list and enter employee credentials. You can add multiple accounts.

- **Additional data**. You can fill this field manually, by script, or via [import from AD/LDAP](ad_ldap.md).

After all the data is entered, click on the **Send Invite** button. A message will be sent to the specified email or phone number. It will be valid for three days. The name of the employee will appear in the **Users** list with the **Invited **status.

The user should follow the invitation link and fill in the form with personal data: password, full name, and phone number. This way they will be authorized in BRIX and will be able to start working in the system, and their status will change to **Active**.

If [login via one-time SMS code](security_settings.md#mobile) is enabled, users can register without entering a password. To activate this function, contact BRIX support to enable the feature flag. After following the invitation link, the user will only need to enter a verification code and fill in their full name on the login form. A password can be created during the next login using the **Reset Password** button.

If the user was [imported from AD/LDAP](import_ad_ldap.md), they are automatically assigned the **Active** status. They can log in using their login and password from AD/LDAP.

### Resend invitation

If necessary, you can resend the invitation. To do this, open the user profile and click the **Resend Invitation** button.

**(users_new_01.png)**

### Cancel invitation

If necessary, you can cancel the invitation. To do this, open the user profile and click on the **Cancel Invitation** button.

## Edit user profile

If you need to add or edit the employee’s information, for example, change the job position, go to their profile and click **Edit**.

Make all the necessary changes and then click **Save**.

Please note that the **Email address** field is editable only in [BRIX On-Premises](elma365-on-premises.md).

## Restore password

If the user has forgotten the password or cannot log in to the system, they can use password recovery.

Open the user’s profile and click **Restore Password**. A password recovery link will be sent to the specified email address.

**(manage_users_10.png)**

By clicking on the link, the user will be able to enter a new password and save it.

## Restrict user access to the system

You can manually forbid a user to access the system by blocking their account, for example, when their employment contract is over. Also, access can be restricted automatically if the user has entered an invalid password several times in a row. This option is enabled on the [Security Settings](security_settings.md) page.

To limit access to corporate information, block their account. You can do this in one of the following ways:

- Check one or several employees in the list, click **Selected Items** and select **Lock**.

- Go to the employee’s profile and click **Lock**.

If a user has unfinished tasks, you will see a list of these tasks when the account is locked. It is recommended to reassign or complete active tasks before proceeding. Click on a task name to navigate to it and perform the necessary actions.

**(manage_users_07.png)**

To lock the user without closing tasks, click **Continue Anyway**.

The user’s status will change to **Locked**. They will not be able to log in to the system.

Please note that only active users can be locked. The locked user will no longer be displayed in the general list of users. Their [named license](licences.md#namedlicense) is vacated.

### Unlock a user

To restore a user’s access to the system, find them using [search by parameters](360009669952.md#by-parameters) by setting **Locked** in the **Status** field. Then restore access in one of the following ways:

- Check one or several employees in the list, click **Selected Items** and select **Unlock**.

- Go to the employee’s profile and click **Unlock**.

**(users_new_04.png)**

After that, the employee will be displayed in the general list of active users and will be able to log in to the system.

### Automatic lockout

If you have set up login requirements on the [Security Settings](security_settings.md) page, a user may get locked out automatically after entering an invalid password several times in a row. In this case, their status will remain **Active**, however, the **Account is locked** label will appear on the right panel of the user’s page, in the **Password Policy** section.

To restore access, go to the employee’s profile and click on the **Account is locked** label.

**(users_new_05.png)**

After you confirm the action, the user will be able to log in again.

## Delete a user

You can delete a user account in any status, for example, when the employment ends.

After deletion, the employee can no longer sign in to the system, and their profile is moved to a separate list of deleted accounts. To view this list, go to **Administration > Users** and apply the **Deleted** filter.

The deleted accounts list retains the user’s status and other data. If necessary, you can edit information in the profile and [restore the account](#restore_user). For example, update the employee’s email address and restore their access to the system.

You can delete a user in one of the following ways:

- Select one or more employees in the list, click** Selected items**, and choose **Delete**.

- Open the employee’s profile and click **Delete**.

If a user has unfinished tasks, you will see them listed. It is recommended to reassign or complete active tasks before continuing. To do this, click on the task name and perform the necessary actions on its page.

To delete a user without closing tasks, click **Continue Anyway**.

**(users_new_07.png)**

When a user is deleted from the system, the following happens:

- The user can no longer sign in to the system.

- The positions held by the user in the [org chart](360003861992.md) are cleared.

- The user is removed from the list of executors in tasks assigned to them.

- Items, files, and messages created by the user are displayed without an author.

- Employees lose access to conversations with the deleted user in the **Messages** workspace.

If you import users from Active Directory/LDAP or create them using integration with a SAML or OAuth2 provider, deleting the account frees the login for reuse.

### Restore a user

A deleted user can be recovered. All their data in the system will also be restored.

The user will be restored with the same status they had before deletion. They will also be listed again as an executor in the tasks assigned to them, signed as the author of items, files, activity stream messages, etc. Previous correspondence with them will become available to other employees in the **Messages** workspace.

When a user is deleted, their position in the organizational structure is vacated. When restoring, [edit the employee’s profile](#edit) and specify their position.

To restore a deleted user, find them using the [Deleted](360009669952.md#removed) filter.

Then restore them in one of the following ways:

- Check one or several employees in the list, click **Selected Items** and select **Restore**.

- Go to the employee’s profile and click **Restore**.

**(users_new_09.png)**

Please note that if you have imported another user with the same login, you cannot restore the deleted account.

## Find a user

You can find a user by full name, email address, or login. To do this, start typing in the search field and press **Enter**.

To use advanced search, click the filter icon in the search field. In the opened window, you can search for users:

- By parameters: specify values from the user profile, such as their position in the [organizational chart](360003861992.md) or the [group](360007146071.md) they belong to. To find locked users or those whose invitations have been canceled, select the appropriate value in the **Status** field.

- By conditions: create a complex query directly in the interface by selecting fields and operators from a list and defining relationships between conditions using basic logical operations **AND**, **OR**. For more details, see [Search in apps](360009669952.md#search-by-conditions).

To find locked users or those whose invitations have been canceled, set the appropriate value in the **Status** field. Deleted users can be found using the [Deleted](360009669952.md#removed) filter.



## Customize the display of users

User profiles are presented on the page as a table. For other employees, this table is also displayed when searching in the [Users](360009707032.md#users) type field.

You can customize the appearance of the table:

- Add or remove columns with data.

- Move columns.

- Set sorting of entries by a certain parameter.

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Table customization is available after enabling the \[OBJECT\] feature flag. Please contact BRIX tech support for this purpose.

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To [configure the table](360009923311.md#table-settings), click the gear icon in the upper right corner of the page.