# Manage your account, team and roles

Update your profile, secure your sign-in, invite teammates with the right role and choose who gets email notifications. What you can change depends on your role in the workspace.

> **Before you start**
>
> Sign in to the Invoice Portal. To invite or manage teammates, you need the **Owner** or **Admin** role. Every role except **Integrator** can update their own profile.

## Open Settings

In the Invoice Portal sidebar, choose **Settings**. A menu opens with the pages your role can use.

*Screenshot: The Settings menu with five items: Account Settings, Security, Subscription, User Access Management and Notification settings.*

| Menu item | What it does | Who sees it |
| - | - | - |
| **Account Settings** | Your profile, language, view zoom and Test Mode | Everyone |
| **Security** | Active sessions, two-factor authentication, password reset and sign-out | Owner, Admin |
| **Subscription** | Your workspace plan and purchases. See [Manage your subscription](https://docs.complyance.io/one-platform/invoice-portal/credits/#manage-your-subscription). | Owner, Admin |
| **User Access Management** | Teammates, invitations and roles | Owner, Admin, User |
| **Notification settings** | Which email notifications your workspace sends | Owner, Admin |

**Security** and **Subscription** are hidden while Test Mode is on.

## Update your profile

### Step 1: Open Account Settings

Choose **Settings**, then **Account Settings**. **Profile Information** shows your name, email and user ID.

![Account Settings. Profile Information shows the user's name, email and user ID. Personal Information lists First Name, Last Name, Preferred Name, Phone Number, Email ID and User ID, with an Update details button. Language options sit below.](https://docs.complyance.io/_app/immutable/assets/account-settings.BVZWqZEr.webp)

Account Settings, with your profile at the top.

### Step 2: Edit your details

Under **Personal Information**, choose **Update details**. You can change **First Name**, **Last Name**, **Preferred Name**, **Phone Number** and **Email ID**. **User ID** cannot be changed.

**First Name** and **Email ID** are required.

### Step 3: Save

Choose **Save**. You should see `Profile updated successfully`.

To stop without saving, choose **Cancel**. If you have made changes, you are asked to confirm that you want to discard them.

## Change language and view zoom

Both settings apply as soon as you choose them. There is nothing to save.

- **Language**: choose **English**, **French**, **German**, **Dutch** or **Arabic**. The page reloads in the new language. Arabic switches the layout to right-to-left.
- **View Zoom**: choose **Smaller**, **Small**, **Default**, **Large** or **Larger** to scale the whole application. This helps on large or small screens.

![The View Zoom options, from Smaller to Larger, above the Test Mode section with its Enable Test Mode switch turned off.](https://docs.complyance.io/_app/immutable/assets/zoom-and-test-mode.Dj0AEhfM.webp)

## Turn on Test Mode

Under **Test Mode**, switch on **Enable Test Mode** to use the application’s test experience. Switch it off to return to the environment you were using before.

While Test Mode is on, **Security** and **Subscription** do not appear in the Settings menu.

## Secure your account

**Security** is available to Owners and Admins.

![The Security page. Active Sessions lists two desktop sessions with their browser, last active time, operating system and a Terminate button. Below are Two-Factor Authentication, Reset Password and Logout.](https://docs.complyance.io/_app/immutable/assets/security.DgQ_Iay1.webp)

Security: sessions, two-factor authentication, password reset and sign-out.

### Review active sessions

**Active Sessions** lists every device signed in to your account, with its browser, operating system and when it was last active.

To sign a device out, choose **Terminate** on its row and confirm. If you terminate your current session, you are signed out immediately.

### Turn on two-factor authentication

Two-factor authentication is set per person, not for the whole workspace. By default, everyone gets a one-time code by email when they sign in. Owners and Admins can use an authenticator app instead, such as Google Authenticator or Microsoft Authenticator. Users and Guests do not have the **Security** page, so they keep email codes.

1. Under **Two-Factor Authentication**, switch on **Enable Two-Factor Authentication (TOTP)**.
2. Scan the QR code with your authenticator app. If you cannot scan it, copy the secret key and add it to the app by hand.
3. Enter the 6-digit code the app shows, then choose **Enable**.

To turn the authenticator off, switch it off and confirm. Your authenticator details are deleted, and email codes are used again.

### Reset your password

Under **Reset Password**, choose **Send Reset Link**. We email a link to the address on your profile. Open it within 24 hours to set a new password.

Users and Guests, and anyone who is signed out, reset their password with **Forgot password?** on the sign-in page.

### Sign out

Under **Logout**, choose **Logout** and confirm. This signs out the current session only. To sign out other devices, terminate them under **Active Sessions**.

## Invite teammates

### Step 1: Open User Access Management

Choose **Settings**, then **User Access Management**. The table lists everyone in the workspace with their **User Name**, **Email Address**, **Status** and **Role**. Use **Search team members…** to find someone by name or email.

![User Access Management with five teammates. Two show Pending Invite, two show Active and one shows Invite Expired. Roles are Admin, User and Owner. Add new member is at the top right.](https://docs.complyance.io/_app/immutable/assets/team.CzNrdIuM.webp)

### Step 2: Add people

Choose **Add new member**. In **Invite to your workspace**, enter an email address and choose a role: **Admin**, **User**, **Guest** or **Integrator**. To invite several people at once, choose **+** to add another row.

This is the only place to invite an **Integrator**. The invitation step during [workspace setup](https://docs.complyance.io/get-started/workspace-setup/) offers **Admin**, **User** and **Guest** only.

![The Invite to your workspace dialog. An email address is entered and the role list is open, showing Admin, User, Guest and Integrator.](https://docs.complyance.io/_app/immutable/assets/invite.BcoUfQuT.webp)

If you close the dialog after typing, you are asked to confirm. Choose **Discard** to close it without sending, or **Keep Editing** to go back.

### Step 3: Send the invitations

Choose **Send Invites**. Each row shows a tick when its invitation is sent, or an error if it failed. Choose **Close** when you are done.

Each person receives an email. They join the workspace when they accept it. Until then, they appear in the table as **Pending Invite**.

Invitations expire after 14 days. An expired invitation shows **Invite Expired**. To send a new one, open the row’s actions menu and choose **Resend Invitation**. The previous link stops working.

If your workspace limits sign-ups to approved email addresses or domains, you can only invite people who match that list.

## Roles

Every teammate has one role in the workspace.

| Role | What they can do |
| - | - |
| **Owner** | Everything an Admin can do, plus promote and demote Admins and transfer ownership. A workspace has one Owner. |
| **Admin** | Manage documents, companies, branches, reports, credits and Developer portal setup. Invite teammates, promote Guests to User, demote Users to Guest, and remove Users and Guests. |
| **User** | Create, send and fix documents and receipts, manage master records, and view and export reports. Can see the team list but cannot invite or change anyone. |
| **Guest** | View documents, receipts, master records and reports, and export reports. Cannot create or change anything. |
| **Integrator** | Work in the Developer portal only: integrations, sources, API keys, webhooks and SFTP. Use it for a consultant or partner who sets up your integration. |

A workspace managed by a partner can also have members from the partner’s team, with the access the partner granted them. See [Manage client workspaces](https://docs.complyance.io/partner-platform/clients/).

### What each role can do

| | Owner | Admin | User | Guest | Integrator |
| - | - | - | - | - | - |
| View documents, master records and reports, and export reports | Yes | Yes | Yes | Yes | No |
| Create, upload, fix and send documents, including credit and debit notes | Yes | Yes | Yes | No | No |
| Create and edit master records | Yes | Yes | Yes | No | No |
| Delete master records, and create custom reports | Yes | Yes | No | No | No |
| See the credit balance | Yes | Yes | Yes | No | No |
| Buy credits and manage the subscription | Yes | Yes | No | No | No |
| Onboard companies and branches | Yes | Yes | No | No | No |
| Use the Developer portal: integrations, sources, API keys, webhooks, SFTP | Yes | Yes | Depends on the workspace | No | Yes |
| See the team list | Yes | Yes | Yes | No | No |
| Invite teammates, and promote or demote Users and Guests | Yes | Yes | No | No | No |
| Promote or demote Admins, and transfer ownership | Yes | No | No | No | No |
| Choose who gets email notifications | Yes | Yes | No | No | No |
| Use authenticator-app two-factor authentication and **Security** | Yes | Yes | No | No | No |
| Change their own profile, language and Test Mode | Yes | Yes | Yes | Yes | No |

Pages a role cannot use are hidden from the menu. Opening one directly shows `You are not authorized to view this page`. An Integrator who opens any page outside the Developer portal, including **Settings**, is taken back to the Developer portal.

## Manage a teammate

Open the actions menu (**⋮**) at the end of a teammate’s row. The menu shows only the actions your role allows. You cannot change your own membership, and an Admin cannot change another Admin or the Owner.

*Screenshot: The actions menu on a pending invitation, with Resend Invitation and Remove.*

| Action | Result |
| - | - |
| **Promote to Admin**, **Promote to User** | Gives the teammate a higher role after you confirm. |
| **Demote to User**, **Demote to Guest** | Gives the teammate a lower role after you confirm. |
| **Transfer Ownership** | Makes the teammate the Owner. You become an Admin. Only the Owner sees this action. |
| **Remove** | Marks the teammate **Removed** and deletes them from the workspace after 30 days. For a pending invitation, it cancels the invitation. |
| **Re-invite Member** | Sends a new invitation to a teammate who is **Removed** or **Inactive**. They rejoin when they accept it. |
| **Resend Invitation** | Sends a new invitation email to someone who has not joined yet. |

## Choose who gets email notifications

**Notification settings** decides which workspace events send an email, and to whom. It is available to Owners and Admins. Until you create a profile, notifications appear only in the app.

A **profile** groups one or more triggers with the teammates who should be emailed. When any trigger in the profile fires, every recipient in it gets an email.

![Notification settings. Notification profiles lists three profiles, each with its triggers, recipients, an on/off switch, Edit and a delete button. Who receives what lists each trigger with its profiles and recipients.](https://docs.complyance.io/_app/immutable/assets/notification-settings.DXAoaQFH.webp)

### Step 1: Start a profile

Choose **Settings**, then **Notification settings**. Choose **New profile**.

### Step 2: Name it and pick triggers

Enter a **Profile name**, such as `Compliance failures`. Under **Triggers**, select the events that should send an email. The list shows the triggers available to your workspace.

### Step 3: Pick recipients and create it

Under **Recipients**, select the teammates to email. Only workspace members can receive notification emails. Choose **Create profile**.

![The New trigger profile dialog. The profile name is Compliance failures, two triggers are selected, Invoice Failed and Government submission timed out, and one recipient is selected.](https://docs.complyance.io/_app/immutable/assets/notification-profile.DKe4QuZa.webp)

The profile appears under **Notification profiles**. **Who receives what** lists every trigger that sends email, with the profiles and recipients it reaches. A trigger can be in several profiles, and a teammate can receive it through more than one.

To pause a profile without deleting it, turn off its switch. To change it, choose **Edit**. To delete it, choose the bin icon and confirm. Deleting a profile is permanent.

## If something goes wrong

### `Email not allowed. Use only whitelisted emails or domains.`

Your workspace only accepts invitations to approved email addresses or domains. Invite an address that matches the list, or ask your Owner to add it.

### `Both email and role are required`

Every row in **Invite to your workspace** needs an email address and a role. Fill in both, or remove the empty row.

### A teammate did not get their invitation

Ask them to check their spam folder. If the invitation shows **Invite Expired**, or they still cannot find it, choose **Resend Invitation** from the row’s actions menu.

### The actions menu is greyed out

You cannot change your own membership, the Owner, or, as an Admin, another Admin. Ask the Owner to make the change.

### `A notification profile with this name already exists.`

Each profile in a workspace needs its own name. Choose a different **Profile name**, or edit the existing profile instead.

### `You are not authorized to view this page`

Your role does not include this Settings page. Ask an Owner or Admin in your workspace to change your role.

Next, [onboard a company](https://docs.complyance.io/one-platform/invoice-portal/onboard/) so your team can start creating documents.

Last updated 16 October 2026

Source: https://docs.complyance.io/one-platform/invoice-portal/settings/