# User Management

You find your team under Administration → User Management. The Users & Invitations list shows everyone else who has access to the organization, what they are allowed to do, and whether they have accepted their invitation yet.

The Users & Invitations list with one member per row and the Invite User button above it

Each row has four columns:

Column	What it shows
User	A member's name. For an invitation that has not been accepted, the email address it was sent to.
User Role	The role, as a dropdown you can change. Fixed for the organization's Creator.
Status	Member for someone who has joined, Pending while an invitation is out, Rejected if it was declined.
Remove	Removes the member, or withdraws the invitation.

# Roles

Every member has exactly one role.

Role	In one line
Creator	The person who created the organization. Full access, and the only role that can request a data export.
Administrator	Full access to documents and settings, and sees every folder whatever Access Management says.
Editor	Works with documents: upload, edit, move, and manage folders. Deletes folders, never documents. No settings, no AI assistant.
Viewer	Read-only. Views, downloads and searches, and changes nothing.

# What each role can do

Capability	Creator	Administrator	Editor	Viewer
Documents
View, download and search documents	Yes	Yes	Yes	Yes
Upload documents	Yes	Yes	Yes	No
Edit a document’s details, tags and attributes	Yes	Yes	Yes	No
Move documents	Yes	Yes	Yes	No
Download the proof of authenticity The document itself downloads for everyone; the proof does not.	Yes	Yes	No	No
Extend a retention period	Yes	Yes	No	No
Delete a document once its retention has expired Never before then, and that applies to administrators too.	Yes	Yes	No	No
Folders
Create and move folders	Yes	Yes	Yes	No
Delete folders An Editor cannot delete a document but can delete a folder.	Yes	Yes	Yes	No
See every folder, whatever Access Management says	Yes	Yes	No	No
Working with the archive
Use the AI Assistant The sidebar item is not shown to an Editor or a Viewer.	Yes	Yes	No	No
Open Integrations and use the email integration An Editor sees only the Email tab.	Yes	Yes	Yes	No
Connect bexio and Pebe Live	Yes	Yes	No	No
Read the API key	Yes	Yes	No	No
Running the organization
Open Settings	Yes	Yes	No	No
Rename the organization	Yes	Yes	No	No
Manage folder templates, search attributes and tags	Yes	Yes	No	No
Invite, remove and re-role members	Yes	Yes	No	No
Restrict a member’s folder access	Yes	Yes	No	No
Read the Chronicle	Yes	Yes	No	No
Approve a deletion request Only the approvers named in Settings, not every administrator.	If named	If named	No	No
Their own account
Change their own name, password and 2FA	Yes	Yes	Yes	Yes
Request a data export	Yes	No	No	No
The role itself
Their role can be changed	Never	Yes	Yes	Yes
They can be removed from the organization	Never	Yes	Yes	Yes

# Changing a role

Open the dropdown in the User Role column and pick another role. The change is saved immediately and confirmed with a short message, except when it moves someone to or from Administrator: then swiDOC asks first, as described below.

The User Role dropdown open on a member row, offering Administrator, Editor and Viewer

Creator is not in the list: it belongs to whoever created the organization and cannot be handed over. An invitation's role is also fixed once sent. Withdraw it and invite the person again if you picked the wrong one.

While the four-eye principle is on, the role of a deletion approver cannot be changed. Take them off the approvers first.

Making someone an administrator deletes their folder restrictions

An Administrator sees every folder, whatever Access Management says. When you change someone to that role, Give name access to every folder? asks you to confirm with Change role. Their folder restrictions are then deleted, and they are not restored if the role changes back. To keep the restrictions, leave them an Editor or a Viewer.

When you change an Administrator to Editor or Viewer, Choose name's folder access asks which folders they keep: Give full access, or Custom access with the folders to exclude picked on the same canvas as in step 3 of an invitation. Then click Change role. This choice needs a package with per-folder access control. Without it, the role changes directly and the person keeps every folder.

# Inviting people to the archive

Click Invite User at the top right. The invitation is a page of numbered steps:

User details

The email address, the role, and the language the invitation email is written in.

Folder access

Full access to everything, or custom access with folders excluded.

Customize Access

Appears only if you chose custom access in step 2: pick the folders this person should not see.

Then click Send invitation.

# Step 1: User details

Email: the address the invitation goes to. You cannot invite your own address.
Role: see the table above.
Email language: the language the invitation email is written in. It does not affect the language the person later uses in the app; they choose that themselves.

You do not enter a name. The invited person fills in their own name when they create their account, which is why the list shows their email address until they accept.

# Step 2: Folder access

Give full access: the person sees every folder and file in the organization.
Custom access: the person sees everything except the folders you exclude in step 3.

Custom access needs Manage | Trustee 10 or higher

Give full access works on every package. You can only use access control from the Manage | Trustee 10 package up.

Custom access also has no effect on Administrators, since they see every folder regardless. When you select that role, the option is disabled and says so. Pick Editor or Viewer instead.

# Step 3: Customize Access

Step 3 appears only when you chose Custom access. It shows your organization's folder tree as a sunburst: the centre is the organization, each ring outwards is a level of subfolders. Click a folder to exclude it, and excluding a folder excludes its subfolders too. A line under the tree lists what you have excluded so far, and each entry has an × to put it back.

Use Search folders in tree… to jump to a folder by name in a large tree, and the zoom controls to work your way into a deep branch. The controls are the same ones the Access Management page uses, so they are described there in full.

Send now, refine later

You do not have to get the folder list exactly right at invitation time. Everything you set here can be changed afterwards, per person, in Access Management.

# After you send

The person appears in the list with the status Pending and the role you picked. They receive the email Invite to an organization with an Open Invitation button. Once they sign in to swiDOC, or create an account if they have none, a dialog asks them to join your organization, with Accept and Decline.

Accept: they become a full member, their status changes to Member, their name replaces the email address in the list, and they can start working in the archive straight away.
Decline: the status changes to Rejected. Remove the row and invite them again if it was a mistake.

Either way, the person who sent the invitation receives an email: Invitation accepted or Invitation declined.

Someone who accepts while signing up sees Setting Up Your Access while swiDOC adds them to the organization. This can take a few seconds.

They signed up before you invited them

Someone who creates an account before an invitation exists lands on a Waiting for Invitation screen. They do not need to do anything: send the invitation to the same address and it appears for them.

# If the invitation is refused

swiDOC tells you why. The reasons you are most likely to hit:

Message	What to do
The person is already a member, or already invited	Nothing: check the list, the row is already there.
Your package's member limit is reached	Remove a member, or move to a larger package. See Subscription.
Custom folder access is not included in your package	Invite with Give full access, or upgrade.
The selected role has access to every folder	Administrators cannot be restricted. Invite with full access, or pick Editor or Viewer.
Your subscription is not active	Reactivate it on the Subscription page and try again.
One of the selected folders is no longer available	Someone moved or deleted it while you were choosing. Reload the page and pick again.
You do not have permission to invite users	Ask an administrator of the organization to send the invitation.

# Removing a member, withdrawing an invitation

The Remove column does both, depending on the row:

A member loses access to the organization immediately. The documents they uploaded stay in the archive.
A pending invitation is withdrawn, and the person receives the email Invitation withdrawn.
A rejected invitation is cleared from the list.

You do not appear in the list yourself, so you cannot remove yourself. The organization's Creator cannot be removed, and neither can a deletion approver: take them off the approvers in the deletion settings first.

Access Management: change which folders a person can see after they have joined.
Subscription: how many members your package allows, and how to change it.
My Profile: the settings each person manages for their own account.

← Settings Access Management →