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The short version. Three states. And when somebody leaves, you deactivate — you don’t delete.

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The three states

Pending Invite

Invited, hasn’t set a password yet. The account exists but nobody can use it.

Active

Signed in and working.

Inactive

Can’t sign in. Everything they ever did is still on the record.

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Add somebody

1

Left menu → Employees → add

Name, email, company role.
2

Pick their role

→ The six built-in roles
3

Then put them on their jobs

This is the step everybody misses. → Putting people on a project

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Deactivate, never delete

When somebody leaves, set them Inactive. Their RFIs, their signed tickets and their form submissions are your project record — and on a claim, a record signed by a person who no longer exists in the system is a problem you don’t want to explain.
Inactive does the one thing you actually need: they can’t sign in any more.

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Next

Certifications

Expiry tracking and where warnings show up.

Custom roles

The Permission Matrix.