Manage Users

Last updated: February 13, 2026

Background

Managing Users allows Team Admins and Organization Admins to invite new users, adjust user roles, and remove users from Teams as your organization's needs change. Users must be members of a Team to access its projects and documents, and their assigned role determines what actions they can perform within that Team. When you invite someone, they receive an email with a registration link that allows them to create their account and access the platform. Use this feature when onboarding new employees to your Team, when an employee's responsibilities change and they need different permissions, when users leave your organization or no longer need access to specific Teams, or when conducting regular access reviews to ensure proper security controls.

Things to Consider

  • You must be a Team Admin or Organization Admin to invite users, change user roles, or remove users

  • User management should be performed from the Team Settings screen for the specific Team

  • When inviting users, you must assign them appropriate roles that determine what they can access and do within Document Crunch

  • Users can be assigned to specific Teams during the invitation process

  • Invited users will receive an email from noreply@documentcrunch.com with a unique registration link

  • Teams function as security boundaries—removing a user from a Team immediately revokes access to all projects and files within that Team

  • Users can belong to multiple Teams with different roles in each Team

  • Removing a user from one Team does not affect their access to other Teams they belong to

  • There are three primary Team roles: Team Admin (full Team management), Team Editor (can create projects and work with documents), and Team Viewer (read-only access)

Steps

Adding Users to Your Team

  1. Navigate to the Projects & Documents page for your Team

  2. Click the gear icon located on the top left next to your Team name

  3. Select the Users tab from the available options

  4. Click the + User button in the upper right corner of the page

  5. Enter the email addresses of the users you want to invite to the Team

  6. Assign appropriate roles and Teams for each invited user based on their responsibilities

  7. Click Invite users to send the invitation emails

Note: Depending on internal security systems, invitations can be routed to Spam folders, Promotions folders, Junk folders, etc.

Changing a User's Role

  1. Navigate to Team Settings for the relevant Team and navigate into the Users tab

  2. Locate the user whose role you want to modify

  3. Click on their current role or click the three-dot menu next to their name

  4. Select the new role from the dropdown menu (Team Admin, Team Editor, or Team Viewer)

  5. Confirm the change

Tip! Keep roles intentional—avoid assigning Admin unless necessary. This maintains security and prevents accidental changes to Team configuration.

Removing a User from a Team

  1. Navigate to Team Settings for the relevant Team

  2. Locate the user you want to remove

  3. Click the three-dot menu next to their name or click the Remove button

  4. Confirm the removal

Tip! If a user needs to be removed from multiple Teams, you must remove them from each Team separately. Removal from one Team does not affect their access to other Teams.