Welcome! Managing your team’s access shouldn't be a headache. Whether you’re bringing on new hires or updating permissions, here is everything you need to know about handling users in PolicyCo.
Just a quick heads-up: while Policy Managers and Department Managers can see user settings, you'll need to be an Owner to actually invite new people or revoke access.
Getting Started
To see who is currently in your organization, just head over to the left sidebar, click Settings, and then select Users.
Active users are the folks who have already logged in and are ready to go.
Pending users are those who haven’t accepted their invite yet—maybe give them a friendly nudge!
Adding New Users
You have a couple of ways to get people into the system. By default, everyone starts with a Viewer Role to keep things secure while you get them set up.
1. Use Single Sign-On (SSO)
If your team uses Okta, JumpCloud, or Azure, we’ve got you covered. All accounts can use Single Sign-On through any SAML2 compatible integration. It’s usually the smoothest way to get everyone logged in.
Go to Settings > SSO.
Set the company domain
Click Submit. If you need more information check out our article on SSO.
2. Allowed Domains (Whitelisting)
Want to save time? You can "whitelist" your entire company domain. This lets anyone with a company email address join as a Viewer automatically when they register.
Go to Settings > SSO.
Type your domain into the Allowed Domains box and hit Enter.
Note: If someone already registered before you added the domain, you’ll still need to invite them individually.
3. Inviting Individuals
If you just need to add one or two people, doing it manually is easy:
Navigate to Settings > Users.
Click Invite User.
Enter their Name and Email, then hit Invite.
They’ll get an email invitation right away. Once they accept, they’ll move from your "Pending" list to "Active."
Setting Permissions
Once your team is in, you’ll want to make sure they have the right "keys" to the right doors. You can assign roles based on what they actually need to do in their day-to-day job. For more information on user roles and permissions check out the help article User Roles.
Removing Access
If someone leaves the company or no longer needs access, revoking their account is immediate.
To remove a user:
Go to Settings > Users.
Right Click on the name of the person you want to remove.
Click the Revoke.
One quick tip: If you're trying to remove a Department Manager, you’ll need to remove that specific assignment first before the system will let you revoke their overall access.