User Accounts
How user accounts work in Recomly — roles, permissions, creating and removing users, and seat limits.
Every person who accesses your Recomly organization has a user account. Accounts are tied to your organization (tenant) and carry one or more roles that determine what that person can do.
Roles and permissions
Recomly uses role-based access control (RBAC). Each user is assigned one or more roles at invite time, and those roles can be changed at any point by an admin.
What each role can access
| Capability | Admin | User |
|---|---|---|
| View own profile | ✓ | ✓ |
| View referral dashboard | ✓ | ✓ |
| View campaigns, advocates, and referrals | ✓ | ✓ |
| Create, edit, and delete campaigns; invite and remove advocates; convert referrals | ✓ | — |
| Create and delete API keys (requires API Access feature — not available on all plans) | ✓ | ✓ |
| View organization account details | ✓ | ✓ |
| Update account settings | ✓ | — |
| View and manage branding (logo, color, social links — requires customBranding feature) | ✓ | — |
| View billing and change plan | ✓ | — |
| Invite new users | ✓ | — |
| Edit or remove users | ✓ | — |
| Configure SSO providers | ✓ | — |
A user can hold both roles simultaneously — for example, an owner who is also a standard member. In practice, most organizations assign either admin or user, not both. Every user must hold at least one role.
Inviting users
Only admins can invite new users. To invite someone:
- Go to Users in the left navigation.
- Click Invite user.
- Enter their email address and select a role (
AdminorUser). - Toggle Allow password login to control how this user can sign in.
- On (default): the user can sign in with an email address and password. An invitation email with a temporary password is sent unless you uncheck Send invitation email.
- Off: the user must sign in with Google or a configured SSO provider. No temporary password is created and no invitation email is sent. If the user does not complete the Google or SSO sign-in flow, they will have no way to access their account — disable password login only when you are confident the user has a working alternative sign-in path. See Break Glass Access for guidance on maintaining emergency access.
- If Allow password login is on, you can uncheck Send invitation email to create the account silently — the user won't receive any email until you're ready. This option is hidden when password login is off.
- Click Invite.
Recomly creates the account immediately. If Send invitation email is checked (the default when password login is on), the user also receives a temporary password by email and will be prompted to choose a permanent password on first sign-in.
What happens after the invite email
The invited user receives an email from hello@recomly.com with a temporary password. The email links directly to your organization's login page. Temporary passwords expire — if the user does not log in promptly, an admin can resend or reset their access by deleting and re-inviting them.
If Send invitation email was unchecked, no email is sent and the user cannot log in with a password until an admin deletes and re-invites them with the option checked.
Editing users
Admins can edit any user's role or password login setting at any time from the Users list. Click the edit icon on any row to open the edit form.
Changes take effect immediately.
At least one admin is required. Every organization must have at least one user with the admin role at all times. If you try to remove the admin role from the only remaining admin, the save will be rejected with an error. Assign the admin role to another user first, then demote the original admin.
Removing users
To remove a user:
- Go to Users.
- Click the delete (trash) icon on the user's row.
- Confirm the deletion in the dialog.
Removal is permanent. The user's Recomly account is deleted and they will no longer be able to sign in. Their historical activity data (referrals, etc.) is retained at the organization level. If you need to restore access, re-invite them as a new user.
You cannot delete your own account from within the app. Contact support if you need to remove the account you are currently signed in with.
The last admin cannot be removed. If the user you are trying to delete is the only admin in the organization, the deletion will be rejected. Assign the admin role to another user before removing them.
Seat limits
Your plan includes a maximum number of user accounts (seats). The current count is shown on the Users page beneath the heading.
| Condition | Display |
|---|---|
| Under 80% of seats used | Shown in gray — no action needed |
| 80% or more of seats used | Shown in amber — nearing the limit |
| At or over the seat limit | Shown in red — the Invite button is disabled |
When you reach your seat limit, the Invite user button is disabled and no new users can be added. To increase your seat limit, contact support@recomly.com.
Deleting a user immediately frees their seat, making it available for a new invite.
Product email list
When you create or join a Recomly account, your email address is added to our product mailing list. We use this list to announce important new features, improvements, and bug fixes. You can unsubscribe at any time using the link at the bottom of any email we send.
Frequently asked questions
Can I change a user's email address? Not from the app. Email addresses are tied to the underlying authentication identity. To change an email, delete the user and re-invite them at the new address.
Can a user belong to multiple roles at once?
Yes, technically. A user can hold both admin and user simultaneously. The effective permissions are the union of all assigned roles.
What happens to a user's API keys when they are deleted? API keys are tied to the individual user. When a user is deleted, all API keys they created are automatically revoked as part of the same operation — no manual cleanup is required.
Can I see when a user last signed in? Yes. The Users table shows a Last Login column with the date of each user's most recent sign-in, regardless of whether they use email/password or Google/SSO.