Adding and editing users in Ignition is a breeze. Even better if you have XPM synced - it allows you to directly import the users from XPM to Ignition. Now isn't that convenient?
Note: Users created in Ignition will not push across to XPM.
Creating Users Manually
To create users manually in Ignition, click on Settings, then go to Users, and click on the New user button.
You will be brought to a new page to enter the following information.
Email Address
You can only use one email address per Ignition account. If you're using Google as your email provider, you can take advantage of their feature that allows you to create an alias for your email address. This will seem like your using multiple email addresses but in reality, you're only using one.
To do this, simply add +(desiredaliashere) between your real user name and the domain name. e.g. david+alias1@example.com
Read more about Google alias here.
Role Permissions
Advanced roles and permissions is available via Early Access in Labs. You can enable this from Settings → Labs. Until your account has access, only the Admin and Member roles are available.
Every user in Ignition is assigned a role, which controls what they can see and do. There are five roles:
Administrator — Can access all features, settings, and data.
Billing — Can issue invoices, collect payments, and view business revenue.
Sales — Can create and manage proposals, with flexible access to billing.
Viewer — Can view clients and business activity without editing.
Member — Can use most features, but can't manage templates, settings, or revenue.
You choose a role for each user from the Role dropdown when adding or editing them.
Please note: Permissions are set at the role level, not per individual user. Two users with the same role will always have the same permissions. If you need someone to have different access, assign them a different role or adjust that role's permissions (see Managing Roles below).
There is also a type of user called the Principal user. This is the person who has created the Ignition account who receives all general error notifications and is linked to the billing details on the account.
Please note: If you would like to change the Principal's user's details, please reach out to our Support team at help@ignitionapp.com. If you need to change payout account details, your Principal user will need to contact our Support team at help@ignitionapp.com.
Managing Roles
You can control exactly what each role can see and do in Ignition. Go to Settings → Users and click the Manage roles button (next to the New user button).
The Manage roles page lists each role with its description. Click the pencil (edit) icon next to a role to customize its permissions.
Please note: The Administrator role cannot be customized — Administrators always have full access to all features, settings, and data.
Within a role, permissions are grouped by area of the app (for example: Proposals, Billing and payments, and Home). Each setting within a group can be toggled on or off independently. For example, the Member role includes toggles such as:
Proposals
Accept on behalf — Accept proposals on behalf of clients
Send proposals — Send by email, share a link, or move to awaiting
Billing and payments
View billing — Access billing schedules and invoices
Issue invoices — Create and send invoices and manage billing
Collect payments — Schedule payment collection and send payment requestsView collections — Access the Collections page, showing a company-level overview of all payments
Home
View cash flow projections — See billing and payment panels on the Home page
View business revenue — See deal and insights panels, and proposal revenue on the Home page
Example: If you don't want your team members issuing invoices or collecting payments, edit the Member role, toggle off Issue invoices and Collect payments, and click Save. From then on, every user assigned the Member role will no longer be able to perform those actions — billing can remain restricted to your Administrator and Billing users.
Please note: When you save changes to a role, they apply to all users assigned that role.
Allow user to manage Ignition subscription
You can set a user as any role type, but still control their ability to manage subscription and billing information. If this toggle is turned on, the user can manage the subscription and billing.
Allow user to manage Compliance
Regardless of their role, you can control each user's ability to manage compliance (for example, KYC/AML requirements). If this toggle is turned on when adding or editing the user, they can manage compliance for your practice. This toggle can be enabled for any role.
Job Title
If you choose to enter the Job Title, please note that this is visible to your clients.
Weekly Summary
We recommend that you subscribe to the weekly summary email, which arrives in your inbox every Monday morning. The principal user of your account will be automatically subscribed to this email.
Click here for more details on what is included in the weekly summary email
Linking Users with Staff in Xero Practice Manager
If you already have your staff in Xero Practice Manager, you can import and link users in Ignition.
After connecting Xero Practice Manager, a Xero Practice Manager User Linking dropdown will appear in the Add User menu. Selecting a staff member form this dropdown will pre-populate the name and email fields - you can add a job title and select a role.
Click Save User, and the user in Ignition will now be linked to the staff member in Xero Practice Manager.
You will have to add any staff that you wish to allocate a job on a proposal to as a user in Ignition. If you do not wish for them to have access to Ignition, turn off Invite user to Ignition and they will not receive access.
Please note, due to a UI issue, this dropdown may still say 'Not Linked' when a user is linked, to check, it is best to see if they still appear in the dropdown. XPM staff can only be linked once to an Ignition user and will disappear from this list when they are linked.
Editing Users
To edit users in Ignition, simply go to Settings → Users and click the user you want to edit.
This will bring you to the user information page where you can edit the information.
Once you have finished editing, just click the Save button and you're done.
Inviting Users
If you have created a user in Ignition but did not invite them right away, need to update their email address and re invite them, or you need to re send the invitation email, simply go to Settings → Users, and click on the user.
This will bring you to the user information page.
If you have made changes to the users email address, you will want to click the three dots → Save & Send Invite, otherwise click Send invite to send them an email which will have a link for them to log in and create a password for their account.
The Principal User
The creator of the Ignition account is what we call the 'Principal User' and also the 'billable user'. This account gets all the general error notifications, and is linked to the billing details of the account. If you would like to update the Principal user please reach out to support at help@ignitionapp.com.