Users

The Users area is where System administrators manage accounts across the platform: browse and search users, create accounts, edit profiles, reset passwords, review change history, handle privacy removal requests, and anonymize users when appropriate.

Only users with the System administrator role can open Users. The menu item appears under SYSTEM in the sidebar. No other role has access to this section.

Accessing Users

Sign in with a System administrator account.
In the left sidebar, open the SYSTEM section.
Click Users.

Page structure

The Users section has two tabs:

Tab	Purpose
List	Directory of all users with search, filters, sorting, and row actions
Private data removal requests	Pending requests from users who asked to have their personal data removed

Use the tab bar below the Users heading to switch between them.

System roles

Every account has exactly one system role. System roles cannot be combined with each other or with Supplier admin, Customer admin, Professional, Mentor, or Attendee.

Exception: A user may hold Applicant and Mentor at the same time—for example, someone who applies for services for a customer and also mentors attendees for that customer. Mentor is the only role that may be combined with the Applicant system role. All other combinations still follow the exclusivity rules below.

System role	How it is assigned
Guest	Default for new users; choose None in the System role field when creating or editing a user
System admin	Users → create or edit → System role
Economy admin	Users → create or edit → System role
Applicant	Users → create or edit → System role (and customer assignments on the profile when applicable)
Service admin	Services → create or edit a service → add the user as a service administrator (not via the System role dropdown)

Service admin follows the same exclusivity rules as System admin, Economy admin, and Applicant: the user must not hold any other role when they are made a service administrator (typically they are Guest first). The platform grants Service admin on the service’s team and removes Guest when the assignment is made. Removing the user from all services restores Guest if they have no other system role.

Supplier admin, Customer admin, Professional, Mentor, and Attendee are assigned in their own areas (suppliers, customers, invitations, applications). A user who already has a system role other than Guest, or who holds any of those roles (except Mentor together with Applicant), cannot be given another system role until those roles are removed.

List tab

Search and filters

Control	Description
SHOW FILTERS / HIDE FILTERS	Opens advanced filters above the table
Role filter	Limits the list to users who have a selected role (e.g. Professional, Mentor, Customer admin)
Search	Finds users by name or email
CLEAR FILTERS	Resets filter selections

Table columns

Column	Description
Avatar	Profile photo or initials
First name	Sortable (default sort: first name ascending)
Last name	Sortable
Email	Sortable
Roles	Color-coded badges for the user’s system role and any other roles (conflicting combinations should not appear)
Date created	Account creation timestamp (`DD-MM-YYYY HH:mm`)
Last activity	Last login or activity; shows Never if none recorded
Actions	Row menu (see below)

Pagination shows Showing X–Y of Z results (20 users per page by default). Use the pager at the bottom to move between pages.

Sorting

Click the column header menu (three dots on sortable columns) and choose Sort ascending or Sort descending for:

First name
Last name
Email
Date created
Last activity

Row actions

Open the Actions menu (⋮) on a row. You cannot use these actions on your own account (the menu is hidden for the signed-in user).

Action	Description
View	Opens the user’s profile page
Edit	Opens the Edit user side panel (same fields as on the profile)
Anonymize	Starts permanent removal of personal data (see Anonymize a user)
Generate email 2FA code	Shown only if the user uses email two-factor authentication; lets you prepare and activate a code on their behalf
Disable 2FA authenticator app	Shown only if the user uses an authenticator app for 2FA; disables it for that user

Add user

Click ADD USER above the table to open the Add user side panel.

Field	Notes
First name, Last name	Required (2–70 characters)
Email, Email confirmation	Must match; must be unique in the system
Password, Password confirmation	Must meet platform password rules; use the eye icon to show values
Language	English or Swedish
System role	None (Guest), System admin, Economy admin, or Applicant — not Service admin (see System roles)
Swedish citizenship, EU/EEA citizenship	Linked rules: if Swedish is Yes, EU must be Yes; if EU is No, Swedish must be No
LMA number	Optional
Personal number	Required when Swedish citizenship is Yes (12 digits, validated date)
Phone number	Optional
Gender	Optional

Click CREATE to save. The new user’s email is marked verified automatically, they receive a User created notification with their password, and they are prompted to change password on first login.

A user cannot be created (or promoted to System admin, Economy admin, or Applicant) if their email has active invitations that conflict with that system role. Resolve or expire those invitations first.

User profile

Open a profile via View on the list, by clicking a user name where linked, or from the removal-requests tab.

Header actions

Button	Description
REVIEW LOGS	Opens User profile logs (audit trail of profile changes)
EDIT	Opens Edit user with the same fields as create/update
RESET PASSWORD	Generates a temporary password and applies it to the account

Details (left column)

Details: first name, last name, email, language, gender, phone number
Swedish citizenship: status, LMA number, personal number (masked as YYYYMMDD-XXXX)
EU/EEA citizenship: status

Roles (right column)

Shows the user’s system role first, then any other roles (if present—normally only when the account is Guest with an additional role such as Professional).

Role	What you see
Guest, System admin, Economy admin, Applicant, Service admin	System-role description
Service admin	List of services the user administers (assignment is managed under Services, not here)
Applicant	Assigned customers and MANAGE (customer assignments) when applicable
Supplier admin / Customer admin	Organization name and role badge
Professional	Per supplier: status, languages, MANAGE CLASSROOMS, MANAGE COMPETENCE
Mentor	Per customer: status and organization name
Attendee	Short description that the user has attended or will attend events as an attendee

Professional management dialogs on this page mirror the Professionals area (classrooms and competence) for that user’s professional record.

Review logs

REVIEW LOGS opens a modal with chronological entries. Each entry shows who changed the profile and when, plus Previous state and Changes (removed values struck through in red, new values in green).

Edit user

From the profile or list, EDIT opens a side panel (or centered dialog on the profile) with:

Name, email, language
System role — changeable only when the user has no conflicting roles (see below)
Citizenship, LMA number, personal number, phone, gender

System role rules when editing (dropdown only; does not assign Service admin):

You may set None (Guest), System admin, Economy admin, or Applicant only if the user does not hold Service admin, Supplier admin, Customer admin, Professional, or Attendee.
A Mentor may be changed to Applicant only when their other roles are limited to Guest, Mentor, and/or Applicant.
Promoting to System admin, Economy admin, or Applicant replaces other system roles and notifies the user.
Users with blocking roles (including Service admin) see a disabled System role field with a tooltip listing roles that must be removed first. To change someone to or from Service admin, edit the relevant Service and update its administrators.

Click UPDATE to save. Profile changes are logged for Review logs.

Reset password

RESET PASSWORD opens a dialog with an auto-generated temporary password (12 characters). Use the copy icon, then UPDATE to apply it. The user should sign in with this password and change it when prompted.

Private data removal requests

Users can request deletion of their personal data from their own profile (GDPR-style flow). Those requests appear on the second tab.

Column	Description
Avatar, First name, Last name, Email	The requesting user
Reason	Text they entered when submitting the request
Actions	View (profile) or Anonymize (process the request)

Only pending requests are listed (not yet processed). Confirming anonymization from this tab uses the same confirmation and safety checks as anonymizing from the list.

Anonymize a user

Anonymization permanently deletes personal and identifiable data. It cannot be undone.

You can start anonymization from:

List → row Actions → Anonymize
Private data removal requests → Anonymize
The same confirmation dialog is used in both cases

Read the warning.
Type the user’s email.
Click CONFIRM.

Anonymization is blocked while the user still holds certain responsibilities, for example: Supplier admin or Customer admin on an organization, the only Service admin on a service, Professional on an accepted application or active course instance, or Mentor on an accepted application. Remove or reassign those roles first; the platform shows an error naming the blocking entity.

You cannot anonymize your own account from this screen. After success, the user is anonymized in the system and any linked removal request is marked processed; the user receives an Anonymized notification where applicable.

Two-factor authentication (admin assistance)

From the list Actions menu (system administrators only):

User’s 2FA method	Admin action
Email	Generate email 2FA code — prepares a one-time code and activation token; copy the code, then confirm activation for the user
Authenticator app	Disable 2FA authenticator app — removes authenticator-based 2FA so the user can set it up again

Use these only when supporting a user who cannot complete 2FA setup or recovery on their own.

Role badges on the list

The Roles column shows badges for the account. In normal use you see one system role; other badges appear only when the account is eligible (usually Guest plus another role such as Professional). The common exception is Applicant together with Mentor (deep orange and red badges).

Badge color	Role
Grey	Guest
Dark blue	System admin
Indigo	Economy admin
Teal	Service admin
Deep orange	Applicant
Green	Supplier admin
Yellow / amber	Customer admin
Purple	Professional
Red	Mentor
Burgundy	Attendee

System admin, Economy admin, Applicant, and Guest are set under Users → System role. Service admin is set under Services when you add service administrators. Supplier admin, Customer admin, Professional, and Mentor are assigned under Suppliers, Customers, and related invitation flows.

Account overview — system administrator responsibilities, including user management at a high level
Notifications — emails when users are created, roles change, or anonymization is requested or completed
Account security / User profile — how end users manage their own profile and request data removal