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Users

Settings → Users is where an admin adds, edits and deactivates the people on the account, one at a time or from a CSV file. The same page opens See as and Act as, and Driver texts, which invites drivers by text message.

Settings → Users is the account's roster. An admin uses it to give people access, set what each person can do, and end access. The page heading is "Users", and its subtitle is "Manage user access and permissions for your account". This page describes the screen as of November 2026.

Only an admin sees this page. The page opens only for a person who can manage users, and that permission belongs to the Admin tier. Anyone else who opens the address goes back to the home page with "Unauthorized".

#What you see

The header has four buttons: Bulk upload, Bulk deactivate, Text drivers and Add user.

The roster has four tabs:

Tab	What it shows
Active (count)	The people who can sign in.
Deactivated (count)	The people whose access ended, with the date and their open work.
Roles	The roles on the account and how many people hold each one.
Bulk history	Each CSV upload and each CSV deactivation, newest first.

The Active and Deactivated tabs have filters. Role filters by role. Business unit shows only when the account has more than one business unit; it includes "Unassigned". Search users... finds a person.

The Active tab has these columns: Name, Email, Phone, Title, Role, Business units and Actions. Two more columns show only when they apply:

• Home shop shows only when the account keeps shops.
• Can drive shows only when Gearflow turns on hauls for your account.

A red banner shows people with no business unit. It shows only when the account has more than one business unit and at least one person has none. It reads "N users have no business unit. They can't see any tickets or requests." Show users filters the roster to those people. Give each one a business unit in Edit.

#Add a user

1. Click Add user.
2. Type the Name.
3. Type an Email, a Phone, or both. At least one is necessary.
4. Select a Role.
5. Optional: type a Title, and select Business units (shows only with more than one business unit).
6. Click Add user.

Gearflow emails an invite to a new person who has an email address. A person with only a phone number gets no invite email. People sign in with a one-time code that goes to their email or phone; there are no passwords (see Signing in).

Resend invite shows in a row's ⋯ menu while the person has not signed in yet. It sends the invite email again.

#The Role picker

The Role picker lists the four base tiers first: Ticketer, Requester, Fulfiller and Admin. Under them it lists your account's own roles by name. These are often job titles, for example "Job Foreman" or "Check-In Foreman". Driver shows in the list when the account runs mobilizations. A person with a seat shaped only for them reads Custom.

What each tier and role can do is on the Roles and permissions page. The picker shows that role's permission matrix under it. The Roles tab is where an admin makes a New role or changes one of the account's own roles.

Limits:

• You cannot change your own role. The field reads "You cannot change your own role".
• A change of role resets that person's notification settings to the new role's defaults. The Edit dialog warns about this.

#Edit a user

Click a row, or click ⋯ → Edit. The Edit dialog has the same fields as Add user, plus:

• Display name (optional): the name Gearflow shows instead of the full name.
• Customize for this person only: gives this person a seat of their own, starting from the current role. Their role then reads "Custom". It is not available for an Admin.
• Works for (the person's business unit), and What they manage and Where they cover (plain words about the person's work). These fields show on every account that does not approve orders in SAP, and on an account with AI routing on. Gearflow reads approval rules from What they manage and Where they cover. See Teams and routing.
• Purchasing limit in dollars (blank for no limit): what this person may order alone. Over it, the order goes to an approver.

Email and phone are the person's login. An admin can change them only for a person who works in this account alone. For anyone else, the dialog reads "Email and phone are this person's login. Only they or Gearflow support can change them".

A person whose home is another account shows "Managed by Gearflow". You cannot edit, act as or deactivate that person from this page. Click the row to see who manages them. When your account owns their seat, Revoke membership ends their place in your account and nothing else.

#Deactivate users

Deactivation ends access at once and keeps the record. Every session the person holds ends, and no new sign-in link works. Their requests and jobs stay as they are. You can reactivate them from the Deactivated tab.

To deactivate one person:

1. Click ⋯ on their row.
2. Click Deactivate.
3. Click Deactivate user to confirm.

You cannot deactivate yourself.

To deactivate several people on the screen (desktop only):

1. On the Active tab, tick the box on each row. The header box ticks every row now loaded.
2. Click Deactivate on the bar that opens.
3. Read the count and the open work, then click Deactivate.

To deactivate from a CSV file:

1. Click Bulk deactivate.
2. Select a CSV file. The required column is email. Optional: phone (for a person with no email) and name (shown only, never matched). The Bulk upload file also works.
3. Click Preview.
4. Read Review before deactivating. It counts Will deactivate, Already deactivated, No match and Can't deactivate, and gives a reason on each row. Nobody loses access at this step.
5. Click Deactivate N to deactivate the people the file matched.

Open work stays with the person. The Deactivated tab has an Open work column. Its number links to that person's requests, so you can give the work to someone else.

To reactivate, click Reactivate on the Deactivated tab, then confirm.

#Change the role of many people

The bulk bar on the Active tab also changes roles (desktop only).

1. Tick the rows.
2. Click Change role and select a role. The list has the four tiers and your account's own roles.
3. Read the confirmation, then click Change role. The change takes effect at once.

If a selected person has a Custom seat, the confirmation warns that the change deletes that seat. This cannot be undone.

Set home shop is on the same bar when the account keeps shops. It sets the home shop of every ticked person at once. "No shop" clears it.

#Bulk upload

Bulk upload adds many people from one CSV file.

1. Click Bulk upload.
2. Click Download template to get a file with the correct columns.
3. Select your CSV file and click Import.

Column	Required	What to put
name	Yes	The person's name.
email	Yes (column)	The email. A row needs an email or a phone.
role	Yes	A role from the Role list, for example Shop Manager or shop_manager. The base tiers requester, dispatcher, ticket_creator and account_admin also work.
phone	No	The phone number.
title	No	A free-text title.
business_units	No	Business unit codes, separated by semicolons, for example BU01;BU02.
user_types	No	Extra role keys, separated by semicolons, for example driver;mechanic.

Rules:

• The first three columns must be name, email, role, in that order.
• A person whose email is already on the account is skipped, not changed. A second upload of the same file sends no second invite.
• Gearflow emails an invite to each new person with an email address.

Bulk history lists each run. An upload shows Created, Skipped, Invalid and Invites sent. A deactivation shows Deactivated, Already deactivated, No match and Refused. Details shows each row of a run.

#See as and Act as a teammate

See as and Act as let an admin use Gearflow as one of their own people. See as is a read-only tour of that person's screens. Act as lets you do work in their name, for example to finish a request they could not finish.

Who may use them. An admin whose access includes this grant. Gearflow turns the grant on for each admin; ask your Gearflow contact. Without it, the menu items do not show.

Which people. Any active person on your own account, except yourself and Gearflow staff.

To start:

1. Click ⋯ on the person's row.
2. Click See as [name] or Act as [name].

A banner shows while it runs. A blue banner with View only means See as: nothing you do is saved. A yellow banner with Writes land as you means Act as: anything you do is saved as that person and recorded as you.

To stop, click Exit impersonation on the banner. On a phone, tap the strip at the top to open it. Signing out also ends the session. You cannot start a second session from inside one.

What Gearflow records. Gearflow records the start and the end of each session on your account: who started it, for whom, and in which mode.

#Driver texts

Driver texts adds your drivers and asks each one to accept dispatch texts. Gearflow texts a driver only after the driver gives consent. On this page the admin gives the numbers, and each driver replies YES to give consent.

Open it from Settings → Users → Text drivers. Only an admin can use it.

To invite drivers:

1. In Drivers, type one driver on each line: a name, a comma, and a mobile number. For example Driver name, (312) 555-0101. A tab also works in place of the comma.
2. Read the preview under the box. It shows the exact text the drivers get.
3. Click Text the invite.

Rules:

• Up to 200 drivers at a time.
• The number must be a US mobile number. A number on two lines is an error on the second line.
• A person not yet on the account is added with the Driver role.
• A number that belongs to a person in another account is refused.
• A driver who already gets texts is not texted again.
• A driver invited before who has not replied is not texted again from this box. Use Resend.
• Lines that fail stay in the box with the reason, so you can correct them and send again.

The table shows each driver with the columns Driver, Mobile, Texts and Last invite. The Texts column has one of four statuses:

Status	Meaning
Invited	The invite went. The driver has not replied YES.
Said yes	The driver replied YES and now gets dispatch texts.
Stopped	The driver replied STOP. Only the driver can start texts again.
Undelivered	The text did not reach the number.

Resend sends the invite one more time. It shows only for Invited or Undelivered, and a driver gets at most two invites.

What a YES does. A reply of YES (or "y", "ok", "yes please" and similar) within 30 days of the last invite verifies the driver's phone for texts. Gearflow then sends one confirmation text, and the driver gets dispatch texts by the driver's notification defaults. A reply with a question mark, or a longer sentence, is not a YES. Any other reply gets one reminder and does not open a ticket.

#Related

• Roles and permissions
• Teams and routing
• Settings menu
• Signing in
• Notifications