Add, Delete, Manage Users

What user management means in Vendorapp

User management in Vendorapp allows your organization to control what users can do and what information they can see — not who can access the platform.

Each user is assigned a role that defines their level of access and responsibility. Managing users effectively ensures clarity around who owns vendor relationships and who can take action across the platform.

Who can manage users

Permissions for user management are role-based:

• Agent Owners can add, promote, demote, delete users, and transfer Agent Owner rights.
• Agents can manage users (except the Agent Owner), including deletions and role adjustments.
• Viewers cannot manage users.
• Contract Owners can add users (Viewers only) indirectly by inviting stakeholders or transferring contracts.

How to add a new user

There are two ways to invite users to your Vendorapp account:

From the Settings Page

1. Go to Settings > Users
2. Click Add user
3. Choose a role: Viewer or Agent
4. Enter the user's email address
5. Click Add user to send the invitation

The user will appear with Pending status until they activate their account.

From the Vendor View

Users can also be invited indirectly when:

• They are added as a Stakeholder to a contract
• They are assigned a contract via Transfer Ownership

An email invite is sent, and their role defaults to Viewer unless manually changed later.

Deleting users and ownership transfer

To delete a user:

1. Go to Settings > Users
2. Click the ... menu beside the user's name
3. Select Delete user
4. Confirm in the modal prompt

🛑 Deleting a user is permanent. They will be removed from all stakeholder lists and platform access.

If the deleted user owned any active contracts, ownership is automatically transferred to the Agent who performed the deletion. This ensures no contracts are left orphaned and accountability is maintained.

If the user had no active contracts, no transfer is required.

Managing user access

The Users screen displays:

• Full name
• Email address
• Role
• Billing contact status
• Last login date

Available actions (via ... menu):

• Promote/demote roles
• Add or remove billing access
• Delete user
• Transfer Agent Owner status (Agent Owner only)

You can also filter the user list by role type for easier management.

Plan limits and role restrictions

User numbers are controlled by your plan:

If you reach the maximum:

• The Add user button is disabled

• A notice will appear:

  "Plan limit reached, upgrade plan."

To stay within limits, you can delete users or convert Agents into Viewers as needed.

Role change behaviour

• You cannot assign Agent roles if the plan's Agent limit has been reached.

• You cannot demote the Agent Owner — ownership must be explicitly transferred first by the Agent owner.

⚠️ When a user is demoted from Agent to Viewer:

• They immediately lose access to vendor management features, task assignment, and the Users screen
• They retain access to any contracts they own, but will be restricted to Contract Owner rights only

⚠️ When a Viewer is promoted to Agent:

• They gain immediate access to vendor records, breach management, contract actions, and assessment tools
• They are automatically granted the ability to add, edit, and manage users (within their permissions)

Best practices

• Assign Viewer roles by default for new or external users — upgrade later only if needed.
• Ensure each key contract or vendor relationship has an active Contract Owner, regardless of system role.
• Use role filters in the Users tab to periodically review access levels across the team.
• Keep Agent roles limited to those managing vendor operations or performing risk assessments.

Effective role management ensures smooth collaboration and reduces the likelihood of plan limits.