User and Role Management in Fohlio

 

This guide walks you through everything you need to know about managing users and roles in Fohlio, including how to:

• Add new users

• Control their project access

• Manage roles and permissions access to different modules

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1. Adding Users to Your Fohlio Team

You can add both internal and external users to your team and define their access from the start.

Steps to Add a User

1. Go to the left-hand menu → Settings → User Management

2. Click Invite User in the top-right corner
   

3. In the invite form:

   • Select if they are Internal Team member or External Collaborator 
     Note:
     Internal team member: can have access to all modules - will take a seat
     External Collaborator: Limited access to modules - no seat needed

   • Enter the user’s email address

   • Select a role (e.g., Designer, Contractor, Project Manager)

   • Choose which projects they can access

   • Set access level: View or Edit

   • Optionally, add a note (it will be included in the invitation email)

   
   

4. Click Send Invite

The user will receive an email invitation and appear under “Invitation Sent” in the User Management table until they accept.

       

The invited user can then setup a Password then access Fohlio 
     

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2. Managing Existing Users

User Status Types

You’ll see users grouped in the table under:

• Active: Accepted invite and occupy a seat

• Invitation Sent: Pending acceptance

• Deactivated: Disabled from the team

Actions You Can Perform

From the three-dot menu beside each user:

• Deactivate: Temporarily removes access

• Replace: Swap one user with another

• Transfer Super Admin: Reassign account ownership
  📌 Note: Super Admins cannot be deleted
  
  
  

Editing Access and Roles

Click on a user’s email to open the User Details View:

• Change their role

• Set project-specific access:

  • No Access

  • View Access

  • Edit Access

  • Project Admin (can manage other users access for that project)

Bulk Editing Access

To speed up project access setup:

1. Use filters (e.g., region or project type)

2. Select multiple projects

3. Apply bulk access updates

Ideal when onboarding new users to a group of projects.

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3. Role Management

Role Management allows you to define what users can do across Fohlio modules.

Accessing Role Management

Go to Settings → Role Management

         

You'll see a matrix view where each column is role, and each row is a module (e.g., Procurement, Reports, Library).

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Default Roles

By default Fohlio start with these 3 type of role

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Customizing Roles

You can:

• Rename a role

• Duplicate an existing role

• Delete unused roles

• Create new roles (e.g., “Branch Manager”)

Use bulk edit to apply permissions quickly for a new or updated role.

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Permissions Granularity

Each role can be granted:

• Edit, View, or No Access for each module, which they split mainly to:

  • Project Sheet

  • Internal Library

  • Contact Book

  • Procurement

  • Order Tracking

  • Client Proposal

  • Invoice Aggregation

  • Template Configuration

  • Column Access

You can also manage column-level access and dashboard visibility:

• Useful to hide sensitive dashboards (e.g., Procurement) from certain users, or external collaborators 

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External vs Internal Roles

• Internal Users: Fully customizable role access

• External Users: Fixed roles with limited module access

If you need an external user to access more features, convert them to an internal user. as external user access is limited to Project sheet and Approving POs, however, you can invite as much external users as you want. 

4. Finalizing Changes

After adjusting roles and access settings:

1. Click Review & Save Changes

2. Review the summary of your changes

3. Confirm by clicking Save

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5. Controlling Access by Project (Alternative View)

You can also manage access from the Project List:

1. Go to Projects

2. Click the three dots next to a project → Assign Users

3. Adjust access levels for all users assigned to that project

This is useful when managing access project by project instead of user by user.

From there you will the full list of users working on that project

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Why User and Role Management Matters?

Controlling user roles and project access in Fohlio is not just about permissions—it's about empowering the right people with the right tools while maintaining visibility and control over your data.

With carefully defined roles and project access:

• You can limit and tailor access based on each user's function.
  For example:

  • Designers may need full access to project sheets to manage specifications.

  • Procurement agents might require limited access to project sheets but full access to purchase orders (POs).

  • You can assign column-level access to restrict which fields are visible or editable for each role.

• For external users, column controls are especially valuable:

  • Share only what matters—like final pricing with clients—while hiding supplier names, markups, or cost quotes.

  • Ensure that sensitive internal data stays protected while still collaborating effectively.

This level of granular access control is what makes Fohlio a powerful platform for cross-functional and external collaboration.