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User Management

Invite teammates to your SquawkVoice account, keep your list of users up to date, and manage your own sign-in details.

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Overview

Everyone in an account has the same access to it. There are no separate roles or permission levels for account users, so anyone in your account can invite, edit and remove other users in that account. Invite only people you want to have the same access you do.

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Creating and Managing Users

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How Users Are Added

Teammates join your account by invitation, which you send from Manage → Users.

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Opening the Users Page

Go to Manage → Users. The page lists the users in your account, newest first.

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Adding New Users

1. Go to Manage → Users and select Invite User. The Invite User drawer opens on the right.
2. Fill in the form:

3. Select Send Invitation. You see “Invitation sent successfully. The user will receive an email to set up their account.”

Sending an invitation doesn’t create the account straight away. The person’s user is created when they accept the invitation. If the name or email is missing, or the email isn’t a valid address, you see “Please enter both full name and email” or “Please enter a valid email address” and nothing is sent. If the address already belongs to someone who has a Studio user, you see User with this email already exists. An address that only has a SquawkVoice app account can be invited: see User Invitation Process.

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User Invitation Process

1. You send the invitation. The person gets one email headed Welcome to and the product name. It has an Accept Invitation button, with the same link written out underneath.
2. They open the link within 72 hours and land on Set Your Password, which shows their email address. They enter a Password (at least 8 characters) and Confirm Password, then select Set Password. The eye icon in each field shows what they’ve typed.
3. They’re signed in and taken into Studio. From then on they appear in your user list.

If the address already has a SquawkVoice app account but no Studio user, step 2 is different. The link opens Sign in to accept your invite instead of Set Your Password. It shows their email address and says “This email already has a SquawkVoice app account. Sign in with it to accept the invite. Your password stays the same.” They enter their app Password and select Sign in and accept, or, if the account signs in with Google, select Continue with Google and choose the Google account for that address. An account that can do both shows both. Either way they land in Studio as a user of your account. A wrong password shows “Incorrect password. Use the password you sign in to the SquawkVoice app with.”, and the same link works for another try. If Set Password says “Too many attempts. Please wait a few minutes and try again.”, the invitation page has been used too many times in a short while. Wait a few minutes and try again: the link is still valid for its 72 hours.

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Editing a User

1. On Manage → Users, select the pencil icon on the user’s row. The Edit User drawer opens.
2. Change Full Name. Email is shown for reference and can’t be changed, and User Type stays Account.
3. Select Update. You see “User updated successfully”.

You can edit your own row too, or change your own name in Profile Settings.

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Deleting a User

Delete a user when they leave your team or no longer need access.

1. On Manage → Users, select the trash icon on the user’s row.
2. The Are you sure? dialog says “This will permanently delete the user” and gives their name, then “This action cannot be undone.” Select Delete to continue, or Cancel to keep the user.
3. You see “User deleted successfully”.

You can’t delete yourself. If you try, you see “You cannot delete your own account”, so ask a teammate to remove you. Inviting, editing and deleting users is recorded in Audit Logs.

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Signing In

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Sign In to Studio

1. Open the Studio sign-in page.
2. Enter your Email address and Password, then select Sign in. The eye icon in the password field shows what you’ve typed.
3. You land on Home, unless Studio sent you to sign in from a link to another page or because your session ended. In that case you return to that page. See Navigating Studio. The We’ve updated our terms window can appear first: see Terms of Service and Data Processing Addendum.

If you log out yourself, you return to a plain sign-in page. If you see Continue with Google above the form, you can use it instead. Choose the Google account that uses the same email address as your Studio user. If you were invited with a Google address, this also works in place of the invitation link. A brand-new Google account always lands on Home.

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Forgot Your Password

Use this if you joined with an email and password. If you sign in with Google, use Continue with Google instead.

1. On the sign-in page, select Forgot your password?.
2. On Reset Password, enter your email address and select Send reset email. You see “Password reset email sent! Please check your inbox.”
3. Open the email titled Reset Your Password and select Reset Password. The link works for 1 hour.
4. On Set a new password, enter a Password (at least 8 characters) and Confirm Password, then select Update Password. You’re signed in.

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User Profile Management

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Profile Settings

Profile Settings is where you manage your own name and password. To open it, select the round button with your initials at the right of the top bar and choose Settings. You can also press Cmd/Ctrl+K, type “Profile Settings” and press Enter. The Profile Settings action is the first match. The Profile section at the top holds: Save Changes saves your name only, then closes the dialog. Your password is changed separately, in its own card below with its own button — see Change Your Password.

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Change Your Password

You can change your own password at any time without signing out.

1. Open Profile Settings: select your initials at the right of the top bar and choose Settings.
2. In the Change Password card, enter your Current Password.
3. Enter your new password in New Password, and again in Confirm New Password. The eye icon in each field shows what you’ve typed.
4. Select Update Password.

The new password must meet every rule listed under the fields, and each one ticks green as you meet it:

• At least 8 characters
• Different from your current password
• New and confirm match

Update Password stays disabled until every field is filled and every rule is met. The strength meter under New Password (weak, fair or strong) is a guide only: any password that meets the rules is accepted. When the change goes through, you stay signed in on the device you’re using, the dialog closes, and you see “Password updated. You are still signed in.” If the dialog closes before you select Update Password — including when you select Cancel or Save Changes — whatever you typed in the password fields is discarded. A password you change here isn’t recorded in Audit Logs.

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If You Sign In with Google

If you’ve only ever signed in with Google, the card is headed Set a Password instead. There’s no current password to confirm, so Google confirms it’s you. Once you’ve set a password you can sign in either with Google or with your email and password.

1. Enter the password in New Password and Confirm New Password. The rules are the same, except that there’s no current password for it to differ from.
2. Select Set Password. A Google pop-up asks you to confirm your identity: choose the same Google account you sign in with.
3. When it’s done, the dialog closes and you see “Password set. You can now sign in with Google or with your email and password.” From then on the card shows Change Password, as it does for everyone else.

If your browser blocks the pop-up, you see “Your browser blocked the Google confirmation window. Allow pop-ups for this site and try again.” Allow pop-ups for the Studio and select Set Password again. If you close the Google window without confirming, no password is set.

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Best Practices

1. Invite only the people who need access. Everyone in your account has the same access, so invite people you want to have the same access you do.
2. Use each person’s own work email. Everyone then signs in with their own credentials, and Audit Logs can show who made a change.
3. Delete users when they leave. Deleting is the way to remove someone’s access, so do it as soon as they no longer need it.
4. Keep passwords private. Each person sets their own password from their invitation. Nobody needs to share one.
5. Check Audit Logs now and then. They record who invited, edited and deleted users.

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Troubleshooting

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Next Steps

Now that you know how to manage users, explore these related topics: