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Managing Users

Users are the people in your organisation who log in to Wamly to run projects, review applications and manage settings. They are not the candidates who apply for your roles. You add and manage users in Users & Permissions, where each user is given a seat, one or more roles and, optionally, groups.

The old System Manager, Administrator and Rater roles were replaced in June 2026 by seats, roles and groups. Existing users were moved across with the same access. See the New User Permissions Guide for how the new model works.

Before You Start

To open the Users tab you need a role that includes the Users & Permissions permissions. If you do not have them, the tab is shown as locked.

Every user takes up a seat. Wamly has two seat types, Project Admin and Member, and the number of each you can use depends on your plan. Active and invited users count towards your seats. For the difference between the two seat types, see Understanding User Seat Types.

What a user can do is set by their roles and groups, not by their seat. Roles can apply to the whole organisation or only to a department, cost centre, project or stage. See Exploring Roles and How Do Groups Work? for the detail.

The Users Tab

In the left-hand menu, click Users & Permissions. The page has three tabs: Users, Groups and Roles. The Users tab lists everyone in your organisation with these columns:

  • Name: the user's name, with their email address underneath.
  • Roles: the roles and groups assigned to the user.
  • Seat: the user's seat type.
  • Status: Active, Invited, Inactive or Archived.

Use the search box to find a user by name or email, and narrow the list with the Role, Department, Status, Seat Type and Cost Centre filters. Below the table, a bar shows how many seats of each type are in use.

At the top of the tab, How it works gives a short explanation of permissions, and View Activity History shows the changes made to user seats, role assignments and group memberships.

User Statuses

  • Invited: the user has been added but has not yet accepted their invitation.
  • Active: the user can log in and work in Wamly.
  • Inactive: the user has been deactivated and can no longer log in.
  • Archived: the user has been archived and can no longer access any projects.

Adding Users

You can add one user or many at once, either by typing their details or by importing a file.

Step 1: Open the Add Users Window

On the Users tab, click Add. The Add users window opens with two steps: Add users and Manage permissions.

Step 2: Enter the User Details

For each user, enter their First Name, Last Name and Email. Phone Number (Optional) can be left blank; if you enter one, include the country code. Click Add row to add another user.

When the details are complete, click Continue. The button shows how many users you are adding.

You cannot continue if an email address is already in use in your organisation, appears twice in the list, or if you are adding more users than you have seats available.

Step 3: Import Users From a File (Optional)

To add many users at once, click Import instead of typing each row. In the Import users from CSV window, click Download template if you need a starting file, then drag your file in or click Choose file.

  • Supported formats are CSV, XLS and XLSX, up to 5MB.
  • The file needs the columns firstName, lastName and email.
  • Up to 500 users can be added in one batch. Split larger files and import them separately.

Click Import to load the users into the list, check them, then click Continue.

Step 4: Assign Roles, Groups and a Seat

On the Manage permissions step, each user is listed with Roles, Groups and Seat columns. Click Assign roles, Assign groups or Assign seat on a row to set them for that user.

To set the same access for several users, tick them and use Bulk Actions to assign roles, groups or a seat in one go. The All, No group and No role tabs help you find users you have not finished.

Every user needs a seat before they can be added. Roles and groups can be changed later.

Step 5: Add the Users

Click Add users (the button shows how many). The new users appear in the table with the status Invited and receive an email invitation to set up their account. For what the new user sees, see How to Sign Up as a New Client User.

Editing a User

Open the actions menu at the end of the user's row to make changes.

  • View permissions: see everything the user can do, based on their seat, roles and groups.
  • Edit Roles: opens Assign Permissions, where you can add or remove roles and groups. Click Assign Permissions to save. You can also click the user's Roles cell to open this window.
  • Edit Seat: opens Edit seat. Choose a seat type under Select a seat type and click Change Seat. You can also click the user's Seat cell. A seat type is unavailable when all its seats are in use.

You cannot change your own roles, seat or status. Ask another user with access to Users & Permissions to do it for you.

Deactivating, Archiving and Deleting Users

Choose the option that matches what you need. All three are in the user's actions menu.

Deactivate or Activate a User

Click Deactivate to remove a user's access. Their status changes to Inactive and they can no longer log in. To give access back, open the menu again and click Activate.

If all seats of that user's seat type are in use, Wamly shows Seat limit reached when you try to activate them. Deactivate another user with the same seat type, or upgrade your subscription, then try again.

Invited users cannot be activated or deactivated until they have accepted their invitation.

Archive a User

Click Archive, then Archive user to confirm. The user's status changes to Archived and they can no longer access any projects.

Delete an Invited User

A user who has not yet accepted their invitation can be deleted, for example if you used the wrong email address. Click Delete, then Delete user to confirm. Users who have already joined cannot be deleted; deactivate or archive them instead.

Deleting a user cannot be undone. The user is permanently removed.

Changing Several Users at Once

Tick the users you want to change, then click Bulk Actions. You can:

  • Edit roles & groups
  • Change seat type
  • Activate or Deactivate
  • Archive users
  • Delete users (invited users only)

An action is unavailable when it does not apply to everyone selected, for example Activate when some of the selected users are still invited. Your own account is never changed by a bulk action.

Psychometric and Background Check Access

Access to psychometric results and reports, background check results and reports, and candidate consent documents is no longer set on the user. It is part of the permissions inside a role, so give users this access by assigning a role that includes it. See Exploring Roles.