Admin

Users & access

Users & access is where you manage the people at your company who sign in to GigOps: inviting them, choosing their access level, adjusting what each person can do in each module, and the company's settings, security and billing. In the left menu, at the bottom, choose Users & access (it is also in the avatar menu at the top right). Every Company User can open it and read the team list and access levels; inviting, editing, removing and company settings are for Company Admins (the Owner and Company Admin access levels). Team Managers do not see it. Crew are not managed here: they are added in Crew and use GigOps Crew.

How do I invite a new user?

1. In Users & access, choose Invite user (top right).
2. Type their Email address and, if you like, their First & last name.
3. Pick an Access level. The box under it describes what that level can do.
4. Add a Personal note if you want one in the email.
5. Choose Send invite.

They get an email with a link to accept. Until they accept, they are listed on the Pending tab. If email could not be sent, the invite link is copied to your clipboard so you can send it to them yourself. A Company User sees every tour or event on the account; access is set by level and module (see "How do I give one person more or less access than their level?"), not by tour.

What does the invited person do?

They open the link in the email. If they are new to GigOps, they fill in their name and a password (at least 8 characters), agree to the Terms of Service and Privacy Policy, and choose Create account. If they already have a GigOps login with that email address, they sign in and join your company with the same login. The invite only works for the email address it was sent to.

How do I resend or cancel an invite?

1. Open the Pending tab (it shows how many invites are waiting).
2. On the invite's row, choose Resend to email the link again, or Revoke to cancel it.

If the email cannot be sent, the link is copied to your clipboard instead. The Pending tab is only shown to Company Admins.

What can each access level do?

The Access levels tab lists every level with a short description and which modules it can edit, only read, or not see. In summary:

• Owner: full control of the account, including billing, company settings and every user. Only an owner can change or remove another owner, and only an owner can close the account.
• Company Admin: full access to every module, user management (including per-person module access), billing and company settings.
• Tour Manager (called Manager in PromoterOps): Planning, Budget, Schedule, Settlement, Vendors, Crew, Comms and the operations modules. Cannot invite users, see payroll or change company settings.
• Finance: Budget, CFO view, Settlement, FX Rates, Scenarios, Payroll and Merch, with editing. Reads Planning, Schedule and Documents. The crew and operations modules are hidden.
• Legal: the same access as Finance, and reviews vendor contracts when asked.
• Ops: Planning, Schedule, Vendors, Comms, Crew and the operations modules, with editing. Budget totals on My day only: no budget lines, deal terms, settlements, CFO view or payroll unless a Company Admin gives access.
• Coordinator: Planning, Schedule, Crew, Logistics, Travel and Comms, with editing. No money by default, like Ops. Cannot change merch.
• View only: reads the shared modules (not crew, credentials, transport, logistics, merch or payroll) and cannot create, edit, approve or delete anything. It is free.
• Team Manager (ActionOps): runs one club's athlete roster, app invites, comps and travel proposals. Sees no other club, budget, payroll or crew.

What is a View only user?

View only is the free, read-only Company User seat. A View only user can read what their access covers but cannot create, edit, approve or delete anything; edit buttons are hidden for them and the server refuses their changes. They can still use their own inbox (read and delete messages), notifications, two-factor settings, preferences and Ask GigOps, but they cannot send messages. View only users are not billed and do not count toward your seat limit. To let someone make changes, change their access level.

How do I change someone's access level or name?

1. On the Team tab, find the person and choose Edit on their row.
2. Change their First name, Last name, Access level or Status.
3. Choose Save changes.

You cannot edit your own access level here. Only an owner can make someone an owner or change an owner, and the company must always keep at least one owner. Moving someone from View only to an editing level starts a paid seat, so it must fit within your plan's seats. In ActionOps, the Edit user form also has Medical lead: it lets that person see athlete medical notes and the medical panel under Incidents, whatever their access level.

How do I give one person more or less access than their level?

1. On the Team tab, choose Access on the person's row.
2. In Module access, each module shows Default (what their access level gives), or you can pick Off, View or Edit.
3. For an Ops or Coordinator seat, the Money row at the top opens or closes every money module at once.
4. Choose Save access. Reset all to default clears every setting.

Off removes the module from their menu and refuses it to them. View lets them read it without changing anything. Edit lets them use it fully. Changed rows are outlined, and anyone with settings shows a Custom access chip on the Team list. Their open GigOps updates straight away.

Why can't I change someone's module access?

• Only Company Admins can change it, and never on their own seat.
• Owners always have full access, so there is nothing to adjust.
• Team Managers work in their own club only, so they have no module access settings.
• A View only user can be given View but not Edit. Change their access level to let them edit.
• A Company Admin who is not an owner cannot give more access to a module than they have themselves.
• Weather and Dispatch go to View at most, and Comms and Inbox are not offered.

How do I deactivate or remove a user?

On the Team tab, on the person's row:

• Deactivate stops them signing in but keeps them on the list, so you can Reactivate them later. A deactivated user is not a billed seat.
• Remove takes them off the account. Confirm with Remove user. They lose access to all tours and data at once; their activity history is kept. This cannot be undone, so you would invite them again to bring them back.

You cannot remove yourself, and only an owner can remove another owner. The company's only owner cannot be removed or deactivated.

How do I send someone a password reset?

1. On the Team tab, choose Edit on their row.
2. Choose Send password reset.

The link goes to their email address only. If email is not set up for your workspace, you see a message saying so; ask GigOps Support for help.

How do I find someone on the team list?

Use the pills above the table (All, Owner, Company Admin, Tour Manager, Finance, Ops, View only) to filter by access level, or type in Search users… to find someone by name or email. The cards at the top count Company users, Active users (signed in during the last 30 days) and Pending invites.

How do I invite a Team Manager?

In ActionOps, a Team Manager is invited from their club, not from Invite user. Go to the club's card and choose Invite a Team Manager, type their Email, add a Note (optional), and choose Send invite. Team Managers see only that club. Only Company Admins see the button.

How do I turn on two-factor sign-in?

1. Open the avatar menu (top right) and choose Two-factor authentication, or in Users & access > Company, choose Manage next to Two-factor (MFA).
2. Choose Turn on two-factor.
3. Scan the QR code with an authenticator app (Google Authenticator, Authy, 1Password and similar), or type the key shown under it.
4. Enter the 6-digit code and choose Verify & turn on.
5. Save your recovery codes (Copy codes), then choose Done. They are shown only once; each one signs you in once if you lose your authenticator.

To turn it off, open the same window, choose Turn off and enter your password.

How do I require two-factor for everyone?

Only an owner can. Open Two-factor authentication and tick Require two-factor for everyone in your company. People without two-factor are asked to set it up the next time they sign in, and nobody can turn theirs off while it is required. Someone who works for several companies cannot switch into yours until their two-factor is on. The Security card on the Company tab also shows SSO (single sign-on through your identity provider; a Company Admin sets it up with Configure, see the Single sign-on page) and Session timeout: after 30 minutes idle you are signed out and sign in again.

How do I change company settings?

1. In Users & access, choose Company settings (top right), or choose it from the avatar menu.
2. Change the Company name, Industry, Primary region, Default timezone, Default currency, Product flavor and Default per-diem rates (Breakfast, Lunch, Dinner, used for crew per diem unless a travel record overrides them).
3. Choose Save settings.

Only Company Admins see the button. CoralOps companies cannot switch product. In PromoterOps, Found by name > Edit profile controls whether tours can find your company by its name. The Company tab shows the company's details read-only.

How do I switch modules off for the whole company?

1. Open the Modules tab (Company Admins only), or choose Choose modules in Company settings.
2. Switch off any module your company does not use, or use Switch all off on a group.

Changes save on their own and apply to everyone at the company: the module leaves the menu, Home and the show view, and the matching tab in GigOps Crew. Nothing is deleted; switching it back on brings everything back. My day, Inbox and Users & access cannot be switched off. This only hides modules; who may do what is still set by access levels.

Where are API keys and webhooks?

On the Developers tab (Company Admins only; GigOps Support can read it). API keys let your own tools read GigOps through the API, one scope at a time; Webhooks send an event to your server when something happens. See the API keys and webhooks guide for the steps.

How do I see who did what in the company?

1. In Users & access, open the Audit trail tab (Company Admins only).
2. Narrow it with Everyone (pick one person), All actions (pick one kind of action), and From and To dates. Clear puts them back.
3. Newest is at the top; Load more at the bottom shows older entries.

The trail records the changes an owner may need to account for later: access levels and roles, module settings, pay rates and payroll exports, documents sent for signature, links shared, revealed or revoked, and more. Nobody can edit or delete it. When GigOps Support looked at your account, the entry names the GigOps person and says it was a GigOps Support session. Show IPs adds the network address each action came from; it stays hidden until you ask, and the choice is remembered in this browser.

How do seats and billing work?

You pay for each Company User who can make changes. View only users and crew in GigOps Crew are free. On the Company tab, Plan & billing shows the plan, Seats in use, Peak this period, the Estimated cost and the Billing cycle. Seats added during a period are charged pro rata on the next bill; removed seats come off at renewal. Someone who also works for another company holds a separate seat there, billed to that company. Billing details are for owners and Company Admins; everyone else sees the plan name only.

How do I see seats, invoices or change our plan?

On the Company tab, under Plan & billing:

• View seats lists who holds a paid seat and Recent seat changes.
• View billing shows the plan, the next charge, Company User seats and Invoices & receipts (with Invoice PDF, Receipt and Pay now links). Update card or cancel is at the bottom.
• Subscribe and Subscribe yearly appear when the company has no subscription yet (they read as a free trial offer when one is available).
• Manage billing opens the billing portal to update your card or cancel.

The Account plan card at the top of Users & access also has a View billing link.

How do I switch to another company?

If you have a seat at more than one company with the same login, the company name at the top left (before the tour name) has a small arrow. Click it, then pick the company. Each row shows your access level there. If that company requires two-factor and yours is off, turn it on first. To start a brand-new company of your own, choose Register new company in the avatar menu.

How do I close the company account?

Only an owner can. On the Company tab, under Close this account, choose Deactivate company account, type the company name to confirm, add a Reason if you like, and choose Deactivate account. Everyone at the company, users and crew, is signed out and cannot sign back in. Nothing is deleted. To reopen the account, or to delete it for good, contact GigOps Support.