Manage your team's accounts

Users in the Management group of the sidebar lists everyone who can sign in to your dive center. Inviting someone new is covered in Invite your first team member; this article is about the accounts once they exist.

The list

The Active tab shows name, email, the role label, the language code, and the activity: last sign-in or "Never logged in", and the date the user was added. The sign-in date also moves when a session renews itself in the background. A colleague who has not set a password yet carries a Pending badge, which turns red and reads Invite expired once the link has run out, and a Resend invite icon. Ten users per page, sorted by name. You cannot delete your own row. The pencil, delete, Resend invite and restore icons appear only if your permissions allow those actions.

Three things that look alike

• The Role label is the text shown next to the name, such as Instructor or Owner. It does not affect access.
• Roles, the three cards Instructor, Divemaster and Office, say what the person can be scheduled for. None selected means unrestricted.
• Permissions decide what they can see and do in the app. See Permissions explained.

Edit a user

Press the pencil on a row. The first step holds the name, the role label, the language and the roles; the email address cannot be changed here, only by the person under their own profile. If you may manage permissions, Next leads to the permissions step, where Apply preset replaces the whole selection and every permission can be ticked by hand. Press Save changes. Two limits apply: you cannot change your own permissions, so ask a colleague for that, and you can only give or take away permissions you hold yourself.

Note: A permission change reaches the person's open DivePilot within about a minute, menu and buttons included. Someone who has it closed gets the change when they open it.

Roles no longer cover assignments

If the roles you save do not cover the person's future assignments, DivePilot shows Roles no longer cover assignments with the list: course sessions or courses where the person is instructor, or reserve duties. Nothing is removed; Change roles anyway saves the roles and leaves the assignments for you to reassign.

Archive and restore

Delete on a row deactivates the account: the person can no longer sign in, and moves to the Archived tab, where they can be restored. If they are using the app at that moment, they are signed out at their next action. Restoring re-checks the limit of 20 users. An archived user's email address stays taken, so to bring someone back, restore them rather than inviting the address again.

Archiving deletes nothing, with one exception for dive logs: on trips that are still to come the person stops being a dive group's leader, so pick a new one, and a dive log link already emailed to them stops working, while the form stays reachable from the trip page. Trips they ran and courses they taught still name them, their pay for past periods is kept and shown with a "former" badge, and duties, course sessions and trips assigned to them still exist and move to the Unassigned lane of the Schedule, while their time off no longer shows. Reassign or remove those so the work is covered. A salaried person gets no salary from a pay period closed after they are archived. Add an adjustment for the part of the period they worked: before archiving them, or afterwards from their row on the Pay page, which an archived person keeps only in windows where they have earnings.