Administrators manage people in Settings âş Users & Roles. You can add a user with the round + button, resend an invitation, and Deactivate someone who has left. Deactivate rather than delete: deleting usually fails because the person is already part of your records.
Where do I find Users & Roles?
Select the gear icon at the top right to open Settings, then choose Users & Roles. The gear only appears if your role has settings items. The page has two tabs: Users and Roles. The Roles tab is only shown to roles that can manage roles (see below).
How do I read the Users list?
Use the tabs across the top to filter by status. Each shows a count:
Active: people who can sign in.
Inactive: people who have been deactivated.
Invite Pending: people who have been invited but have not finished setting up.
All: everyone.
Search with Search usersâŚ, or narrow the list with the filters All types, All roles and All companies. The columns are Name, Phone, Role, Status and Invite. The company owner shows an Owner badge and has no actions.
Hover over a row to see the actions: a toggle (Deactivate User or Activate User), the eye (View details), the pencil (Edit) and the bin (Delete).
How do I add a user?
Go to Settings âş Users & Roles and select the round + button at the top right.
Under User Details, choose the User Type: Internal (your own staff) or External (a subcontractor).
Fill in Name, User Code, Company, Email, Role and Phone No. You can also add a photo.
Choose the Data scope card (see the next section).
Choose at least one Project.
Optionally fill in the address, working hours, days off, service area and skills panels.
Select Save, or Save & New to add another person straight away. You will see "User created successfully".
Name, email, role, data scope and at least one project are required. The Role list only shows roles that suit the user type you picked, so choose the type first.
When you leave the email box, Colobbo checks it. You may see "Email already exists in this company." or "This email is already registered with another company." If a person was invited to another company but has not verified their account yet, you will see a message saying so.
What are the data scope options?
Data scope decides which records the person can see:
Organisation: "Records within their assigned company". Internal users only.
My Company: "Records matching their assigned filter conditions". External users only.
Mine only: "Only records assigned to themselves".
What happens after I save? How does the invitation work?
Colobbo sends the person an invitation by email so they can finish setting up and sign in. The invitation also points to the phone app in the App Store and Google Play. Which type of invitation a person gets depends on how your company's sign-in is set up, so the exact email can look different between companies. For the sign-in steps themselves, see How to sign in, set or reset your Colobbo password.
What if the person did not get their invitation?
Anyone who has not finished setting up shows under Invite Pending. In the Invite column, select Resend invite. You will see "Invitation resent to" followed by their email address. Ask them to check their junk or spam folder too.
How do I deactivate or reactivate a user?
Go to Settings âş Users & Roles and find the person.
Hover over their row and select the toggle (Deactivate User).
A box titled Deactivate User asks you to confirm. It says: "This will remove access to this company only. If this user belongs to other companies, those accounts are not affected."
Select Yes, Deactivate, or No to cancel.
To bring someone back, use the same toggle (now Activate User) and select Yes, Activate. You cannot deactivate your own account ("You cannot deactivate your own account."), and the company owner cannot be deactivated. Deactivating also clears the person's saved company and project choices.
Why can't I delete a user?
If you select the bin and then confirm, Colobbo often answers "Data is already in use". That means the person appears in your records, such as in work history, so Colobbo keeps them. Deactivate them instead: it removes their access and keeps your history intact.
How do I change someone's email address?
You can't. The email box is locked when you edit a user. Add a new user with the new email address, then deactivate the old one.
How do roles work?
A role decides what a person can do in Colobbo. Colobbo comes with these roles:
Application Owner (internal)
Admin (internal, can manage roles)
Technician (internal)
Subcontractor Admin (external, can manage roles)
Subcontractor Tech (external)
You can also add your own roles. On the Roles tab, roles are grouped by category and the built-in ones show a System badge. You can only edit roles ranked below your own, and System and Owner roles can't be deleted. To add a role, fill in:
Role name
Role Group: Administrator, Operations Coordinator, Finance Coordinator, Field Technician, Subcontractor Administrator or Subcontractor Technician
Internal or External
Application access: Web, Mobile or Both
Then tick what the role can do in each module: create, edit, view, delete, approve, import and export.
How do I add a subcontractor's technicians?
Go to Settings âş Subcontractors, open the subcontractor, and add the user from its users list. The user type and company are already set to External and that subcontractor, so you only fill in the rest.
What still needs Colobbo?
Everything above you can do yourself, as long as your role has permission. Colobbo support needs to help with setting up a new company, creating the first Application Owner, and choosing the company's sign-in method. Use the question-mark Support icon at the top right to start a chat.
FAQ
Does deactivating someone affect their other companies?
No. Deactivating only removes access to your company. If they belong to other companies, those accounts are not affected.
Can I reactivate someone later?
Yes. Use the Activate User toggle on their row and confirm with Yes, Activate.
Why can't I see the Roles tab?
Only roles that can manage roles (Admin, Application Owner and Subcontractor Admin) see it.
A work order isn't showing for someone. Is that a user problem?
It might be. See Why can't I see my work orders?.