Users & Seats

Summary

The Users & Seats area in Organization Setup is where administrators manage user accounts, roles/permissions, and seat (license) allocation for your Supportable organization. Use it to invite new staff, assign or reclaim seats, update roles, and monitor seat usage so teams have the access they need.

Who this article is for

• IT admins and System Administrators — primary users for provisioning and license management.
• Program Managers and Team Leads — review user assignments and request seat changes.
• Finance/Billing — monitor seat usage for purchasing/renewals.

How it fits in

• Users & Seats controls who can access Supportable and what they can do (permissions tie into modules like Referrals, Contacts, Alumni, Org Setup).
• Proper seat allocation ensures capacity for active staff and accurate billing.
• Works with Organization Setup (roles, teams, programs).

What it does

• Lists all user accounts and their current status (Active, Invited, Pending, Deactivated).
• Shows seat/ license counts: total seats, allocated seats, available seats.
• Invite new users and send account invitation emails.
• Assign and change user roles and team/program memberships.
• Reclaim or reassign seats when users are deactivated or change roles.
• Provides audit fields (created/updated, last sign‑in) for governance.

Where to find it

For administrative (Org-admin) users, the Setup module is found in the left navigation bar. To navigate to Users & Seats:

1. Click the Setup module icon in the left-navigation bar.
2. Click the Manage button in the "Users & Seats" card.

General Layout

Users Without Seats

The left column displays a list of Users that have not yet been assigned a seat. This is where you'll create Users before assigning them to a seat and inviting them.

Seat Summary

The center column displays the list of seats available to you, which are in use, and which type of license is assigned to that seat.

Empty seat:

Clicking the edit button next to the seat name will allow you to edit the granular permissions for that seat.

Common workflows

Create, assign, and invite a new User

Follow this visual how-to or follow these steps:

1. Click the Plus Sign to add a new user.

2. Enter the User's First Name, Last Name, Username (Email), and Phone Number at minimum.

3. If this User will be an administrative User, click the toggle button and confirm.

4. Click "Save"

5. Click and drag the user by the left-side waffle icon and drag into an open seat.

6. Click "Proceed"

7. Click on the Pencil icon associated with the User to open the User editor.

8. Click "Save & Send Invite"

Edit a User's permissions

Follow this visual how-to or follow these steps:

1. Click on the Pencil icon next to a seat name to open the seat editor.

2. Click on a downward-facing carat to expand a parent node, in this case the Referrals module or click "Expand all" to the right to see the entire permissions tree.

3. The most child nodes have an information icon you can click to see an explanation of the permission at hand.

4. Click any box to deselect a permission.

5. Click "Save"

6. Click "Apply to This Seat Only" or "Apply to All ____ Seats," according to your preferences.

Remove a User from a Seat and Deactivate

Removing a User from a seat is easy Follow this visual how-to or follow these steps:

1. Click and drag the User out of the seat over to the Users Without Seats column to the left.
2. Click "Proceed"
3. Click on the Status toggle button.

4. Click the "Deactivate User" button.

Tips, warnings & best practices