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 Feb 18, 2026 · 2 min read
New users are created from the Users page. Follow these steps to add a user:
The user will receive an email with a secure link to activate their account. They'll set their own password and can start using Light immediately after activation.
Good to know: Email invitations expire after 7 days. If a user doesn't accept within this period, send a new invitation.
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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