Add new team members to Light and manage user access as your organization grows. This article covers creating users, setting their roles, and removing access when needed.
Last updated Jul 22, 2026 · 3 min read
New users are created from the Users page. Follow these steps to add a user:
The user's account is active as soon as it's created — there is no separate invitation to accept or activation step. Depending on your welcome email settings (see below), Light sends the new user a welcome email tailored to their roles, with links to the web app and mobile apps to help them get started.
When you create a user or update their roles, Light can send them a welcome email with onboarding information. You can control this behavior at two levels:
Organization-wide default: Go to Organization Settings → User emails and use the Send emails toggle to set the default behavior for your entire organization. When enabled, Light automatically sends welcome emails when users are created or when their roles change.
Per-user override: When creating or editing a user, you'll see a Send welcome email toggle in the user dialog. Use this to override the organization setting for a specific user. For example, if your organization default is enabled but you're making an internal role adjustment you don't want to notify the user about, toggle this off for that specific change.
Good to know: The per-user toggle always reflects your organization default unless you explicitly change it. If you want to adjust the default for all future users, change the organization setting in Organization Settings.
Users can have multiple roles simultaneously. For example, an invoice reviewer might need both AP Clerk and Invoice Approver roles. The Access role field in the user form accepts multiple selections — simply select additional roles as needed. The user will have the combined permissions from all selected roles.
To modify a user's roles or information after they've been created:
The user's access updates immediately. They don't need to log out and back in for role changes to take effect.
To remove a user's access, you can archive their account:
Archived users cannot log in, but their historical data and audit trail remain in the system for compliance purposes.
Important: Consider whether you need to reassign any workflows, approvals, or manager relationships before archiving a user.
In addition to roles, users can be organized into groups for access control and approval routing. To manage groups:
Groups have a name, description, and member list. You can also assign users to groups directly from their user detail page via the Groups field. See Setting up approval workflows for details on using groups in approvals.
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