Managing Users

Users in NeedBridge are the team members who log in to create needs, manage volunteers, and oversee operations -- case workers, coordinators, and admins. This guide covers the users list, inviting new team members, the approval workflow, role management, and area assignments.

The Users List

Navigate to Users in the left-hand menu to see all team members in your organization. The list shows each user's name, email, role, status, and assigned areas.

Filtering and Searching

Use the controls at the top of the list to find specific users:

  • Filter by role -- Show only case workers, coordinators, or admins.
  • Filter by status -- Show approved, pending, or rejected users.
  • Search -- Type a name or email address to find a specific person.

Viewing User Details

Click any user in the list to open their detail page. You will see:

  • Name, email, and contact information
  • Role and approval status
  • Assigned service areas
  • Activity summary (needs created, needs completed)
  • Account creation date and last login

Inviting New Users

To add a new team member to your organization:

  1. Click Invite User from the users list or dashboard.
  2. Enter the person's email address.
  3. Select the role you want to assign (Case Worker, Coordinator, Organization Admin, or Executive Admin).
  4. If the role is coordinator or case worker, assign them to one or more service areas.
  5. Click Send Invitation.

The person receives an email with a link to create their account. Once they complete registration, their account enters the approval workflow.

The Approval Workflow

When a new team member registers (whether through an invitation or through your organization's public case worker registration page), their account goes through an approval process:

  1. Registration -- The user creates their account by filling in their information and setting a password.
  2. Pending -- The account is created but not yet active. The user cannot access the system until approved.
  3. Approved -- A coordinator or admin approves the account. The user receives a notification and can now log in and use the system.

This workflow prevents unauthorized access and ensures that only verified team members can create needs and interact with volunteers.

Approving or Rejecting Pending Users

When a new user registers, their account appears in the pending users section. To process it:

  1. Navigate to the users list and filter by "Pending" status.
  2. Click the pending user to review their information.
  3. Verify that you recognize the person and that they should have access.
  4. Click Approve to activate their account, or Reject if the registration was unauthorized or a mistake.

The user is notified of the decision by email.

Changing User Roles

To change a user's role:

  1. Open the user's detail page.
  2. Click Edit or the role field.
  3. Select the new role from the dropdown.
  4. Save your changes.

Available roles:

  • Case Worker -- Creates and manages needs. Sees only their own needs on the dashboard.
  • Coordinator -- Oversees case workers and needs within assigned areas. Can approve needs and new users in their areas.
  • Organization Admin -- Full access to all settings, users, needs, and reports across the organization.
  • Executive Admin -- Same as Organization Admin with additional administrative capabilities.

Role changes take effect immediately.

Deactivating Users

When a team member leaves your organization or no longer needs access, deactivate their account rather than deleting it. Deactivation:

  • Prevents the user from logging in
  • Preserves their historical data (needs they created, actions they took)
  • Can be reversed if the person returns

To deactivate, open the user's detail page and click Deactivate.

Area Assignments

Case workers and coordinators are assigned to one or more service areas. These assignments control:

  • For case workers -- Which areas they can create needs in.
  • For coordinators -- Which areas they can oversee, including approving needs and users in those areas.

To update area assignments, open the user's detail page, edit their assigned areas, and save.

Tips

  • Review your user list quarterly. Remove or deactivate users who have left the organization. Stale accounts are a security risk and clutter your team roster.
  • Assign areas thoughtfully. Make sure every active area has at least one coordinator and enough case workers to handle the volume of needs.
  • Process pending approvals promptly. New team members who are waiting for approval cannot do their work. Approve them quickly so they can start helping.
  • Use the right roles. Give people the minimum access they need. Not every team member needs admin access.