> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cadmus-cad.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Invite, Edit, and Deactivate Users in Cadmus Web Admin

> Manage the full user lifecycle in Cadmus — invite new dispatchers or admins, update roles and agency access, and deactivate departing staff.

Web Admin gives organization-level administrators a single place to manage every user in Cadmus. From here you can bring on a new dispatcher with one invite, adjust an existing user's role or agency access, and safely deactivate an account when someone leaves — all while preserving the audit history required for CJIS compliance and accreditation reviews.

## Open the Users page

Navigate to **Users** (`/users`) in the Web Admin sidebar. This page requires the **OrgAdmin** role or higher. For agency-scoped views, navigate to `/agencies/{id}/users`.

## Invite a user

<Steps>
  <Step title="Open the invite dialog">
    On the Users page, select **Invite** or **Add user**.
  </Step>

  <Step title="Enter user details">
    Enter the new user's email address and select a **role** (for example, Dispatcher or AgencyAdmin).
  </Step>

  <Step title="Assign agencies">
    If prompted, assign the user to one or more agencies. Dispatchers who are missing an agency assignment will not see the correct units and calls in Dispatch CAD.

    <Note>
      If the selected organization has paired **Live** and **Sandbox** spaces, the form shows a separate **Live Agency** and **Sandbox Agency** selector. Choose an agency for **each** space. Leaving one blank creates a membership with no agency in that space, which causes a "Could not load call board" error when the user switches into it.
    </Note>
  </Step>

  <Step title="Send the invite">
    Select **Send invite**. Cadmus emails the user a sign-up link. If the user reports that the sign-up link does not work or redirects to an error page, contact your Cadmus administrator or IT team.
  </Step>
</Steps>

## Edit a user

<Steps>
  <Step title="Open the user record">
    On the Users page, select the user's row and choose **Edit**.
  </Step>

  <Step title="Update the fields">
    Modify the user's name, role, agency access, or active flag as needed.
  </Step>

  <Step title="Save">
    Select **Save**. Role changes take effect on the user's next sign-in; sidebar items in Web Admin may update immediately.
  </Step>
</Steps>

## Deactivate a user

When someone leaves your organization, **deactivate** their account rather than deleting it. Deactivation:

* Blocks the user from signing in to Dispatch CAD and Web Admin.
* Preserves the full audit history for that account.

Before deactivating, confirm that no critical workflows depend on that user's API keys.

<Warning>
  If the departing user is currently logged into a Dispatch CAD session and assigned to a unit crew, remove them from the crew in Dispatch CAD **before** deactivating their account to avoid stranded unit assignments.
</Warning>

## Notification preferences

Each user has a **Notification Preferences** tab on their detail page where you can control which alerts they receive and through which channels. See [Configure User Notification Preferences](/admin/user-notification-preferences) for full details.

## Import and export (bulk operations)

When the import/export feature is enabled for your deployment, the Users page includes an import/export panel that accepts CSV files for bulk user operations. Use this panel to onboard large groups of users or export a roster for auditing.

## Sync user records

If user accounts appear out of sync with what you expect, navigate to **Settings** and use the sync cards to reconcile Cadmus user data:

* **Sync Clerk memberships** — updates organization membership records.
* **Sync Clerk users** — updates user profile data.

## Dispatch and mobile impact

| Action                | Effect                                      |
| --------------------- | ------------------------------------------- |
| Role → Dispatcher     | Can use Dispatch CAD                        |
| Role → ReadOnly-Calls | Incidents-only admin access                 |
| Deactivate            | Cannot sign in to Dispatch CAD or Web Admin |
| Agency change         | May change visible units and calls          |

## Common mistakes

<Warning>
  The **OrgAdmin** role grants visibility into all agencies in the organization. Assign the minimum role required for each user's actual responsibilities.
</Warning>

<Warning>
  Re-inviting the same email address may fail if a previous account record still exists for that address. Contact your Cadmus administrator to remove the stale record before sending a new invite.
</Warning>

* **Wrong role on invite** — double-check whether the user needs Dispatcher or ReadOnly-Calls before sending.
* **Missing agency assignment** — agency-scoped dispatchers must be assigned to at least one agency, or they will not see the correct data in Dispatch CAD.
* **Deactivating without removing from crew** — log the user out of Dispatch CAD and remove them from any unit crew before deactivating.