Adding and Managing Users

When someone joins your team, they need their own Pactly login so their work, their contracts, and their permissions stay tied to them. When someone leaves, you need to cut off their access without losing the contracts they owned.

Both happen in one place: Account settings → User management. From there you add a user (Pactly emails them an invite), set what they can do (their role) and what they can see (their groups), and deactivate anyone who no longer needs access. Every account follows the same short lifecycle:

• You need the Admin or User Manager role. A User Manager can add and remove users but cannot grant the Admin role.
• If your account uses LDAP / AD sync, users come from your directory and the Add user button is hidden. Add and remove people in your directory instead, not here.
• If your account uses SSO with automatic provisioning (JIT), new people can get an account on their first sign-in. You only need to add users manually for people who should not wait for their first login, or to set a specific role or group up front.

Adding a user sends them an invite. Pactly creates the account with a random password and emails the person a welcome message with a link to set their own password. There is no separate “invite” step: adding the user is the invite.

Step-through All steps

Step 1 of 6

1

Open User management

In the left menu, open Account settings and click User management. This is the list of everyone in your account.

2

Click Add User

Click Add User in the top right of the list. The Add User dialog opens.

3

Enter their name and email

Fill in First name, Last name, and E-mail. The email is where the invite is sent, and it cannot be changed later, so check it carefully.

4

Set their role

Choose a Role. The role controls what the person can do across Pactly. A short description appears under the dropdown to explain the role you pick.

5

Add them to groups (optional)

Use Add into groups to put the user into one or more groups. Groups control which contracts they can see, especially for sensitive groups. You can change this later.

6

Click Add

Click Add. Pactly creates the account and emails the welcome invite. The new user appears in the list right away, with Last seen showing "never" until they sign in.

Previous Step 1 of 6 Next

The Role dropdown only appears for Admins. If you are a User Manager, new users are created with the standard User role and an Admin can adjust the role afterward.

To change someone’s name, role, or groups, hover over their row in the list and click Edit user. The same dialog opens with their details filled in.

One field is locked: the email address cannot be changed after the account is created. If someone’s email is wrong, deactivate the account and add them again with the correct address.

When someone leaves or no longer needs access, remove them from the list. Hover over their row and click Remove user, then confirm.

Removing a user is a deactivation, not a permanent delete. Their access is cut off and they are taken out of workflow and assignment options, but the account record is retained. The contracts they owned are not deleted.

The add is almost always blocked by one of two things:

• The email is already in use. Each address can belong to only one Pactly account. If someone on your team once signed up for a free trial on your company domain, that stray account holds their email and you get an “E-mail already exists” error. Locking your company domain stops people self-registering accounts on it, see Locking your company domain.
• You have hit your seat limit. Full users and Lite users are counted separately, so check the Total users tile (and the Details breakdown by role) at the top of the list to see where you stand.

For the full diagnosis of both, including how to clear a stray account and adjust your seats, see Why can’t this user do X?.

A new user gets a welcome email with a link to set their password, then signs in like anyone else. If your account uses SSO, they sign in with your identity provider instead of a password. For the sign-in experience itself, see Signing in to Pactly.

• User Roles
• User Role Permissions
• Using Groups for Document Access
• Why can’t this user do X?
• Domain Verification and Locking