Settings Guide — Users

How to add, organize, invite, secure, and manage people in Scale B.O.S.S.

The Users section in Settings is the administrative control center for people, access, structure, and onboarding. It defines who belongs in the system, what they can see, how they are grouped, who they report to, and how they are activated. When managed well, dashboards stay accurate, approvals route correctly, guided journeys reach the right people, and permissions stay clean. When neglected, the rest of the platform becomes harder to trust.

Area	Details
Primary job	Create and manage user records, invitations, roles, organizational placement, and access.
Why it matters	Connects identity, security, ownership, reporting structure, onboarding, and navigation.
Best used for	Initial org setup, new hires, role changes, access reviews, reorganizations, and staged activations.
What to watch	Users with incorrect roles, missing departments, no supervisor, stale statuses, or overly broad permissions.

Why this page is foundational

Every major workflow in Scale B.O.S.S. depends on the quality of user setup. Evaluations, approvals, dashboards, weakness routing, charter ownership, messages, notifications, and onboarding all improve when user records are complete and intentional.

Workspace overview

At the top of the Users page, four status cards — Active, Invited, Uninvited, and Deactivated — provide an at-a-glance summary, followed by a searchable, filterable roster. Each row displays the person's name, email, role, status, departments, and a status-sensitive actions menu. This layout helps administrators quickly answer four questions:

• Who currently has access?

• Who has been created but not yet activated?

• Who still needs an invitation or onboarding action?

• Who should no longer be active but must remain in history?

Users workspace: status cards, search and filters, roster columns, row-level actions, Add User, and Bulk Import.

What the workspace controls

Area	Why it matters
Status cards	Instantly filter the roster to Active, Invited, Uninvited, or Deactivated users.
Search and filters	Narrow the roster by name, email, status, and role to manage large teams efficiently.
Roster table	Review identity, role, activation state, departmental placement, and available actions in a single view.
Add User	Create a single user with full profile, role, org assignment, security, and access details.
Bulk Import	Add multiple users at once using a template-driven CSV or Excel file.

User lifecycle and status model

Scale B.O.S.S. treats user management as a lifecycle, not a static contact list. The status cards reflect where each person stands in that lifecycle and indicate the appropriate next administrative action.

Status	What it means	Where you see it	Admin next move
Uninvited	The user record exists, but the person has not been activated through the onboarding flow.	Roster status card and user rows	Complete setup, confirm role and org assignment, then trigger the invite when ready.
Invited	An invitation has been sent, but the person has not completed account activation.	Status card and filtered roster	Follow up on adoption, resend the invite if needed, and confirm the person can complete onboarding.
Active	The person has system access and can participate in assigned workflows.	Default management state	Maintain permissions, review access routinely, and keep the reporting structure accurate.
Deactivated	Access is removed, but the historical record is preserved for reporting and accountability.	Status card and filtered roster	Use when someone should no longer have access but their historical work must remain intact.

What to look for immediately

A high Uninvited count typically indicates staged setup or manual activation. A growing Invited count may signal that new hires are not completing onboarding. Users missing departments, supervisors, or the correct role will create downstream issues in dashboards, approvals, and scope filters.

Filtered state: when a status view returns no matches, the workspace displays the active filter context and prompts you to clear filters.

Creating a new user

Select Add User to open the user creation workspace. A user record in Scale B.O.S.S. is more than a login — it ties together identity, reporting structure, role-based navigation, onboarding, and permissions. Setup is complete only when the person is correctly placed within the organization and ready to receive the appropriate work.

Step 1: Complete Profile & Contact Info

The left side of the creation page captures core identity. First name, last name, and email are required. Job title, phone, and mailing address are also available to support administrative, reporting, and onboarding needs. This section serves as the system's source record for who the person is and how they appear in the platform.

Step 2: Set Role & Status

The right side defines the user's baseline operating context. Role is one of the most consequential choices here, as it establishes default navigation and access. Start Date anchors the record for reporting and onboarding purposes. Shirt Size is available as an internal operations field. The Status & Onboarding area reflects whether the welcome flow will be sent or skipped based on organizational defaults.

Role framework

• Strategy Team: broad planning, management, and oversight access.

• Senior Leader: leadership visibility and responsibility within a defined operating scope.

• Junior Leader: lighter management visibility with more limited leadership reach.

• Member: participation-level access without broad management controls.

New User page: enter identity and contact details on the left, then set role, start date, and onboarding behavior on the right.

Assigning the user within the organization

Once the user record exists, placement is the next priority. Scale B.O.S.S. uses organizational structure to determine how data rolls up, who appears in direct-report scopes, and which dashboards or reviews apply to each leader. Org assignment is as important as role selection.

Departments, Business Units, and Supervisors

Departments place the user within the day-to-day operating structure. Business Units place them within a higher-level grouping. Supervisors define reporting relationships. Together, these settings affect scope filters, team dashboards, evaluation visibility, approval flows, and leader accountability.

• Departments define functional home and improve reporting accuracy.

• Business Units support higher-level grouping for operational rollups and org design.

• Supervisors establish reporting relationships for direct-report views, reviews, and accountability.

Onboarding Wizard

For organizations using guided onboarding, the user record can carry an onboarding journey. Administrators can assign, pause, or dismiss a guided path while tracking progress directly from the user record — particularly useful for staged rollouts, new hire coordination, and implementation-led onboarding.

Org Assignment and Onboarding Wizard: place the user within the operating structure and manage the guided onboarding journey from the same record.

Managing access and permissions

Role sets the default baseline, but the Access & Permissions section is where administrators make the record precise. This allows you to tailor platform access to a person's actual responsibilities rather than relying solely on a broad role label.

Administrative and feature permissions

• Administrator: company settings, user management, and system administration.

• Financial Access: visibility into financial dashboards and data.

• AI B.O.S.S.: access to the strategic AI sidekick.

• Weekly Report: delivery of the AI-generated weekly insight report.

• Marketing Access: marketing KPI and Design Your Model marketing areas.

• Document Management: document storage and management capabilities.

• Daily Digest: daily email digest of activity.

Section access and organization designations

This page also controls section-level visibility for Evaluate, Team, Strategy, Weakness, and Modeling, and allows assignment of special designations such as CEO or Implementation Specialist. Apply these settings deliberately. The goal is not maximum reach for everyone — it is giving each person the minimum access needed to do their work well while keeping the system clear and secure.

Access & Permissions: combine baseline role access with targeted toggles, section visibility, and organizational designations.

Editing an existing user

Selecting a person from the roster opens their detail page, where ongoing administration takes place: correcting org placement, updating contact information, changing status, managing passwords, reviewing onboarding state, and refining access over time. The header summarizes the user's role, current status, start date, departments, and flags such as Password change pending.

Security management

The Security panel supports practical access administration. Admins can view password state, manually set or generate a new password, require a password change on next login, and send a reset email — making the user record useful for both org design and controlled access recovery.

Status changes

The Role & Status section is also where you deactivate a user when necessary. Deactivation is appropriate when someone should no longer have platform access but their historical record, ownership history, evaluations, or assignments must remain intact. In most organizations, deactivation is preferable to deleting user records.

Existing user detail: review role and status, security controls, password state, org placement, and profile information from one page.

Existing-user permissions: refine feature access, section visibility, and organization-level designations as responsibilities change.

Bulk importing users

Use Bulk Import when standing up a larger organization, migrating an existing team, or processing a significant number of hires or restructures. The import workflow eliminates guesswork — the system provides a preformatted template that includes your organization's roles, departments, and field instructions.

• Step 1: Download the template.

• Step 2: Complete it using the provided structure.

• Step 3: Upload a CSV or Excel (.xlsx) file.

• Step 4: Use the History tab to review prior imports and outcomes.

Bulk User Import: download the org-specific template, upload CSV or Excel, and use the History tab to track previous imports.

What good administration looks like

• Create users only after departments and business units are clearly defined.

• Choose the narrowest role that fits the user's actual job, then add permissions deliberately.

• Assign at least one supervisor wherever reporting relationships matter.

• Review Uninvited and Invited users regularly to prevent activation from stalling.

• Use deactivation to preserve historical continuity rather than deleting user records.

• Revisit permissions whenever someone changes role, department, or level of responsibility.

Common mistakes to avoid

• Using Strategy Team as a shortcut instead of designing access deliberately.

• Leaving users without departments or supervisors, which weakens scope-based views.

• Inviting people before their org assignment and permissions are finalized.

• Overlooking that role sets default navigation and should match the user's actual operating context.

• Treating the Users page as a one-time setup task rather than an ongoing administrative responsibility.

Final recommendation

Think of Settings → Users as the platform's people-control layer. Clean user records strengthen security, improve reporting, smooth onboarding, and keep accountability visible throughout the system. Sloppy user setup creates downstream noise. Intentional user setup makes the platform easier to trust and scale.

Managing Users in Scale B.O.S.S. Settings