1. Assign Roles Carefully
- Start with the minimum permissions needed
- Grant additional access as required
- Review permissions regularly
- Follow the principle of least privilege
2. Use Consistent Naming
- Standardise email addresses (@company.com)
- Use clear role names
- Maintain consistent team/site names
3. Onboard in Batches
- Add users in logical groups (by department, site, role)
- Provide training materials alongside invitations
- Schedule group onboarding sessions if adding many users
4. Monitor Invitation Status
- Check that users accept invitations promptly
- Resend invitations if not received
- Follow up with users who haven’t activated accounts
5. Plan Your User Structure
Before adding users, consider:
- How many approval levels do you need?
- Which sites or teams should be separate?
- Who needs cross-site access?
- What budget limits should apply to each role?
Resending invitations
If a user didn’t receive their invitation email:
- Go to Users & Roles
- Find the user (they’ll show as “Pending” or “Invited”)
- Click the Resend Invitation button
- Check spam/junk folders with the user
- Verify the email address is correct
Deactivating users
When a team member leaves or no longer needs access:
Deactivate (recommended)
- Preserves historical data and audit trail
- User cannot log in
- Can be reactivated if needed
- Maintains reporting accuracy
Troubleshooting
User didn’t receive invitation email
- Check spam/junk folders
- Verify email address is correct
- Resend the invitation
- Check organisation email filters aren’t blocking OmniPATH emails
User can’t accept invitation
- Ensure they’re clicking the link in the email
- Try a different browser
- Clear browser cache and cookies
- Check if their IT department blocks external signups
Wrong role or site assigned
- Edit the user’s details in Users & Roles
- Update role and assignment
- Save changes (takes effect immediately)
User can’t see expected data
- Verify correct site/team assignment
- Check role permissions
- Ensure data exists for their assigned location
- Review any custom permission settings
Security considerations
Email verification
- All users must verify their email address
- Invitation links expire after 7 days
- Expired invitations must be resent
Access control
- Regularly review active users
- Deactivate accounts for departed staff promptly
- Audit user permissions quarterly
- Monitor for unusual activity
Data privacy
- Users only see data relevant to their role
- Site assignments restrict data visibility
- Administrators should limit their number
- Use audit logs to track user actions
Topic Getting started