What do I do if I need to change a user's role?
Last Updated: June 2024
A user’s Role cannot be modified once created.
If an existing user’s role needs to be changed, they will need to be re-invited using a different email address.
While uncommon, we understand this may create an inconvenience, especially if an alternate email address is not readily available. But fear not! There are a couple different solutions for the most prevalent email providers.
Option 1: Plus Addressing
The easiest way to solve for this is to simply append the first part of their existing email with a “+” followed by a meaningful word or number. For example: user@mail.com becomes user+sales@mail.com. This feature works for Gmail and Microsoft, and means that all you have to do is structure the email appropriately when adding the user and you’re done. No need to let the email provider know what you’re doing. And the best part: all emails sent to that address will go directly to your main account. And as an added bonus, you can use that address to filter the email in your inbox.
For more info on Plus Addressing (also called task-specific addressing), read this for Exchange or this for Gmail.
Option 2: Email Aliases
This one is a little more work, but is also a viable option. You or your user can create an email alias for use with the new account. An email alias is a completely different address that will still feed into the same email inbox. So john@mail.com can also have the email smith@mail.com. The email alias must be unique (so if smith@mail.com is taken you may end up with smith12349877@mail.com instead). And it must be defined in the user’s email account BEFORE you can use it for the new role.
Here’s some information about how to create email aliases with the most common Email providers:
Remember, whichever option you choose, the use will need to use the NEW email address as their user name when logging in.
A Final Note: If you need to give an existing user a new role, you will want to be sure to deactivate the unneeded account, since it will continue to have implications for your licensing fees.
To learn more about creating new user accounts, check out this article.