Account Settings – Users Tab: Manage Your Team in Prokuria
Account Settings – Users
The Users tab in your Account Settings is the place where you manage your team, licenses, and permissions inside Prokuria.
While the Settings tab focuses on company setup, the Users tab helps you organize who can access Prokuria and what they can do.
For more details of the “Settings” tab please check here our article.
Accessing the Users Tab
📌 To get started:
- Click “Account Settings” in the profile section on the right upper corner
- Select the “Users” tab
In this section, you’ll manage 3 key areas:
- Users
- Licenses
- Team Permissions
1️⃣Users
Manage your team’s user accounts: invite, deactivate, edit, and update permissions.
🔹 Invite a New User
- Click “Invite user”
- Fill in the fields:
- Email Address
- Select License
- Set Default Team
- Assign Team Permissions
🚨 Note: A license must be available before inviting a new user.
Add user tab:
Once you select the licence you will have to choose the permissions for every module available on your account.
Depending on the settings for each account, you may have access to different modules of Prokuria.
Below are the modules available:
When assigning team-level permissions, you can choose from the following options:
| Permission Option | Description |
|---|---|
| Edit my records, view my records | User can view and edit only their own records |
| Edit my records, view my team records | User can edit their own records and view other team records |
| Edit team records, view team records | Full access to view and edit all records within the team |
| No edit, view my records | User can only view their own records |
| No edit, view team records | User can only view records created by the team |
🔹 Archive Users
Use the 3-dot menu next to each user to:
📌 Deactivating a user frees up their license for reuse
Deactivate a user when access is no longer needed.
Reactivate users as necessary.
🔹 Edit User Permissions
Update user settings and permissions easily:
- Click “Edit” next to a user’s name
- Adjust license, team, and permission settings as needed
2️⃣ Licenses
In this section, you can see all the licences available on your account.
Also, extra information is available:
🔹View active licenses, expiration dates, and available (unassigned) licenses.
📌 To request additional licenses:
Click “+ Request License”
Fill in the request form
After submitting the request, a Prokuria consultant will contact you shortly.
4️⃣ Teams
Control access at the team level to ensure the right users see and edit the right data.
Each user can be assigned a team with different access rights depending on their role. You can:
- Edit or delete team access using the 3-dot menu
- Assign a default team per user
4.1 Team Permissions – Control Access by Team in Prokuria
Team permissions in Prokuria allow you to manage user access at the team level, ensuring each user sees and interacts only with the data relevant to them.
📌 This is especially useful when multiple teams operate under the same account but need different access rights.
🔧 How It Works
Each user can be assigned to one or more teams with custom access levels per team. For example, a user might have full access in one team and view-only access in another.
After you assign users to a team and select their access rights per module, you can further customize what they can do within that team context.
🔍 Managing Team Permissions
To edit or remove a user’s team permissions:
- Click the 3-dot menu next to the user’s name
- Select “Edit” or “Delete”
- In the Edit modal, you can:
- Change the assigned team
- Adjust permission levels
- Set or update the default team
🚨 Setting a default team helps define the user’s primary workspace within Prokuria.
Option: +add permission – allows you to add a user to an existing team. On e clicked a new modal will open.
| Fields | Description |
|---|---|
| User | Choose one of the existing users for which you want to add a permission |
| Team | Choose one of the existing team |
| Permissions | Choose the type of permission you will assign to the user. [Works only if team restrictions are activated on that specific entity.] |
| Default team | If checked, the selected team will become the default team of the user |
The types of team permissions a user can be assigned:
- Edit my records, view my records – will only grant the user access to his record, view, and edit
- Edit my records, view my team records: – the user can edit only his records and only view the other user’s team records
- Edit team records, view team records – the user has full access to the team records, view, and edit
- No edit, view my records – the user can’t edit any records, he can only view the records created by himself
- No edit, view team records – the user can’t edit any existing records, he can only view the team records once they are created
🚨 Important Note on Team Permissions
Team-based permissions only apply to entities where team restrictions are enabled.
If team restrictions are not activated for a specific entity, all users will have access to all records, regardless of their assigned team or permission level.
👉 For details on how to activate restrictions, check the next section.
4.2 Activating Team Restrictions
To enable team-based visibility on specific records:
- Go to Account Settings > App Designer
- Choose the entity you want to restrict
- In the Settings tab, enable “Team restrictions for records in grid/subgrid”
Without this, all users may see all records.
Please check our Project roles and permissions article for more details on permissions at the project level.
Need Help?
📩 Contact us at support@prokuria.com – We’re here to assist you!