Users & roles

Everyone signs in to the Expeed Relay dashboard at your organisation’s own address, using the sign-in methods your organisation was set up with — a password, or a Microsoft or Google account, or a combination. What you control here is who is allowed in, what they can do once they arrive, and which sites they can see. The Users page is where all of that happens, and only people with the admin role can open it.

Create the user first, then ask them to sign in. Expeed Relay does not create accounts automatically on first sign-in. If someone tries to sign in before you have added them, they will be turned away even if their credentials are accepted. The same happens if their account is marked Inactive. If a colleague reports being bounced straight back to the sign-in screen, check the Users page first — this is the most common cause by far.

The email address you enter must match the one they sign in with, exactly. That address is the only thing linking the two systems together.

A new user sets their own password — you never choose one for them. Adding someone here creates their account without a credential, and they are emailed a link to set one. Nobody at Expeed, and nobody in your organisation, ever sees or issues that password. If the email does not arrive, they can request it themselves with Forgot your password? on your sign-in page. If your organisation signs in with Microsoft or Google instead, there is nothing to set: they use that account.

The three roles

Role	What they can do	Typical audience
Admin	Full access. Manages sites, providers, users, and system-wide settings. Only role that can see the Users page.	Platform owners, IT
Manager	Manages forms, recipients, templates, webhooks and API Keys within assigned sites, and can retry failed jobs. Cannot create or edit sites, cannot configure providers, cannot manage users, and cannot see unassigned sites.	Site owners, marketing leads
Viewer	Read-only within assigned sites. Can view submissions and export data. No access to Users or API Keys.	Support staff, stakeholders

All three roles see Dashboard, Sites, Forms, Submissions, and Jobs in the sidebar — but for managers and viewers those pages only ever show data from the sites they have been assigned.

Adding a user

1. Open Users from the sidebar.
2. Select New user. The New user dialog opens.
3. Fill in Name and Email. The email must match the address they sign in with.
4. Choose a Role.
5. Under Site assignment, pick the sites this person should work with. Skip this for admins — they see every site regardless.
6. Leave Active switched on, then select Create user.

Screenshot to come

The New User dialog on the Users page, showing the Name, Email, Role, Site Assignment and Active fields with the Create User button

The new row appears in the table with columns for Name, Email, Role, Active, and Sites, followed by an Actions column holding the edit and delete buttons.

Your colleague is emailed a link to set a password. Once they have followed it they can sign in at your organisation’s address — the same one in your own browser’s address bar. Point them at relay.expeed.com/login if they do not know it; entering their email address takes them to the right place.

Site assignment

Site assignment is the main safety net for larger teams. A manager or viewer only ever loads the sites listed in their Site assignment — everything else is filtered out before it reaches their browser, not merely hidden in the interface. Admins bypass this and always see every site.

When you launch a new site, go back and add it to the assignment list of anyone who needs it. Otherwise it will not appear for them at all.

Changing a role

Select the pencil icon on a user’s row to open Edit user, adjust their Role or Site assignment, then select Save changes.

Role changes take effect immediately. Expeed Relay re-checks the role from the database on every request, so a change applies to the person’s very next action even if they are already signed in — you do not need them to sign out. Their sidebar may still show the old set of pages until the browser reloads, so ask them to refresh; the menu is the only stale part, and the new permissions are already being enforced behind it.

Deactivating versus deleting

To temporarily block someone — a contractor between engagements, or a colleague on leave — open Edit user, switch Active off, and select Save changes. They are cut off immediately — an existing session stops working on its very next request, so you do not need to wait for it to expire — while their record, role, and site assignments stay intact. Switch Active back on and they are ready to go again.

Deleting a user with the trash icon is permanent. Expeed Relay asks you to confirm, and once accepted the record and its site assignments are gone for good. Deactivate when in doubt.

Expeed Relay will not let you lock everyone out. The last remaining active admin cannot be demoted, deactivated or deleted — by anyone, including themselves — because doing so would leave nobody able to administer Expeed Relay, and getting back in would need direct database access. Grant the admin role to another active user first, then make the change. Note that an inactive admin does not count: they cannot sign in, so they are not a way back in.

You also cannot delete your own account. Deleting is irreversible, whereas changing your own role is not, so if you are stepping down either change your role or ask another admin to remove you.

Related

• Creating a site — set up the sites you assign to users
• API keys — issue keys so your website can submit forms