Overview
The Users tab in Redlist is where administrators manage who has access to the system. From here you can add new users, assign roles and license types, send login invitations, deactivate users, and configure multi-factor authentication. Keeping your user list up to date ensures the right people have access and inactive accounts do not retain permissions.
Accessing Managing Users
From the navigation, click Settings, then click User Roles/Permissions. The Users tab is selected by default.
How to Add a User
Click the Add User button in the top right
Enter the user's First Name (required)
Enter the user's Last Name (required)
Enter the user's Email (required)
Select a Language from the dropdown (optional)
Enter an External ID if applicable (optional)
Select one or more User Roles (required, maximum 20 roles)
Select a License Type (required)
Optionally link the user to an existing Employee record, or check the Create Employee checkbox to generate one automatically
Select a Region if applicable
Toggle Is Active to set the user's initial status
Upload a Profile Image if desired
Fill in any Custom Fields configured for your organization
Select a Job Description (required)
Click Create
Note: If the email entered matches an existing user in the system, a duplicate user warning will appear before the record is saved.
How to Edit a User
Click on a user's row in the table to open their record
Update any fields as needed
Click Save
How to Deactivate a User
Click on the user's row to open their record
Toggle Is Active to the off position
Click Save
Note: Deactivating a user removes their access to Redlist but does not delete their record or history.
How to Send a Login Invitation
Select one or more users by checking the checkbox next to their name
Click Send Invite from the bulk action bar that appears
An invitation email will be sent to each selected user
Note: You can filter users by Invite Status to quickly find users who have not yet been invited or whose invitations have expired.
How to Bulk Edit Users
Select two or more users using the checkboxes
Click Edit from the bulk action bar
Choose the field(s) you want to update:
Is Active — activate or deactivate all selected users
License Type — replace the license type for all selected users
Language — replace the language setting for all selected users
User Roles — Add — add roles to all selected users without removing existing ones
User Roles — Remove — remove specific roles from all selected users
Custom Fields — update custom field values
Click Save
How to Unlock a User Account
If a user has been locked out due to too many failed login attempts:
Click on the user's row to open their record
Click Unlock
Click Save
How to Export Users
Click the Export button in the top right
A file will be downloaded containing the current user list
Filtering and Searching Users
Use the Search bar to search across first name, last name, and email simultaneously
Use column filters to narrow results by User Role, License Type, or Invite Status
Toggle Show Inactive to include or exclude deactivated users from the table
Understanding License Types
Each user must be assigned a License Type, which determines what level of access they have within Redlist. Contact your Redlist account representative if you have questions about available license types for your organization.
Best Practices
Assign Roles Thoughtfully: Users inherit all permissions associated with their assigned roles — review what each role allows before assigning it to avoid granting unintended access.
Link Users to Employees: Connecting a user account to an employee record enables time tracking, work order assignments, and certification tracking to work correctly.
Send Invites Promptly: Invite links expire — send invitations close to the user's start date and resend if the link has expired.
Use Bulk Edit for Role Changes: When reorganizing roles across your team, use bulk edit to efficiently add or remove roles from multiple users at once.
Troubleshooting
Issue: A user is not receiving their invitation email
Solution: Confirm the email address is correct and check spam folders before resending.
Confirm the email address on file is correct
Ask the user to check their spam or junk folder
Reselect the user and click Send Invite again to resend
If the issue persists, contact Redlist support
Issue: A user role is not appearing in the User Roles dropdown
Solution: The role may not exist yet or may need to be created first.
If the role was recently created you may need to refresh the page and try again, if no changes, proceed to step 2
Navigate to the User Roles tab and confirm the role exists and is not restricted
If the role is missing, create it before returning to add the user
Summary
The Users tab gives administrators full control over who can access Redlist and at what level. Add users, assign roles and licenses, send invitations, and manage access all from Settings > User Roles/Permissions. Keeping this list current protects your system and ensures every team member has exactly the access they need.