User Management Guide

Last updated: May 20, 2025

Invite your teammates, assign roles and permissions, and manage access to your HERO workspace.

🔒 Note: Only owners (legal representatives) and administrators are authorized to invite, edit, or remove other users.

Add a User

1. Invite a user by email

When you invite a new user, they’ll receive an email from HERO with an invitation link.
They must click the link and create their own HERO account by setting a password. This gives them independent access to your workspace.

To invite a new user:

  1. Go to “Member Management” in the left menu of your dashboard

  2. Click “+ Invite a user”

  3. Enter the new user’s details: first name, last name, email, phone number

    ☑ The phone number is essential for secure 2FA logins

  4. Assign a role (see role descriptions below)

  5. If assigning the “Collaborator” role, you can configure granular permissions:

    • Limit access to specific accounts

    • Allow or disallow card creation and/or transfers

  6. Click Send Invitation

2. Resend an invitation email

If the invitation email was missed or not opened, you can resend it:

  1. Go to “Member Management” in your dashboard

  2. Locate the invited user

  3. Click “Resend Invitation” next to the user's role and the Edit button

Roles and Permissions

You can assign a specific role to each user. Each role defines the user's permissions and access level:

1. Owner

  • The legal representative of the company

  • Full access to all features

  • Cannot be deleted or modified

  • Can invite new members

2. Administrator

  • Full access to all features

  • Can edit other users and invite new ones

3. Collaborator

  • Limited access, based on their assigned tasks

  • You can fine-tune permissions (account-level access, card creation, transfers)

Change a User’s Role

Only Owners and Administrators can change user roles.

  1. Go to “Member Management”

  2. Locate the user

  3. Click Edit

  4. Choose the new role from the side panel

  5. Changes are applied instantly

🔄 If downgrading from Administrator to Collaborator, make sure to check/uncheck specific permissions below (accounts, cards, transfers).

Deactivate or Remove a User

A deactivated user will lose all access unless reactivated.

✍ Note: If needed, remember to freeze or delete any HERO cards assigned to that user.

To deactivate a user:

  1. Go to “Member Management”

  2. Locate the user

  3. Click Edit

  4. Toggle off the status to deactivate