Short answer

In the web app, click the app icon (four squares, top right), choose Manage Account and then Users, then click the add user icon. On the Add User to Tenant screen, enter their email and name and pick a permission template (the role) — it's all on the one screen. There's no temporary password: the new user gets a confirmation email and sets their own password by tapping Set up your account and entering a verification code we email them. You must be an admin to add users.

Detail

The standard flow:

  1. Web app → app icon (four squares, top right) → Manage Account → Users.
  2. Click the add user icon (a person with a plus). The Add User to Tenant window opens.
  3. Enter their email, first name, and last name.
  4. Choose a permission template for their role — this is set on the same screen, not afterwards:
  5. Administrator — full access, including managing users.
  6. Supervisor — view/create/edit assets and full access to all task types; the right level for building recurring routines.
  7. Asset Manager — full control of assets, view-only on tasks.
  8. Field Operative — view all assets read-only, work on their own assigned tasks. Right for grounds staff and contractors.
  9. Read Only — see everything, change nothing.
  10. Defect Reporter — raise defects only.
  11. Click Add User. They receive a confirmation email with a link to download the app.
  12. The new user sets themselves up: open the app (or app.civic.ly), tap Set up your account, enter their email, tap Send code, type in the emailed verification code, then create their own password (12+ characters). The same login then works on web and mobile.

Watch-outs

  • No temporary password is issued. Civic.ly used to email a temporary password; it now emails a verification code instead, and the user sets their own password. Don't tell a new user to "wait for a password" — point them at Set up your account and the code.
  • The first user on an account is automatically the admin. Don't have a CS person create the council's account — the council should do it themselves so they own admin rights.
  • Don't reuse a single shared mailbox for multiple users. If services@ is registered to "Steve Hills" but it's actually a shared inbox, every action attributed to that user is ambiguous. Either give the shared mailbox a generic display name or assign a distinct user per real person.
  • Field operatives only need a light role. Use the Field Operative template — they don't need camera-location setup (see How do I set up a phone so its photos carry the GPS location for asset capture?) because they're not capturing assets. They just install the app and set up.
  • To remove a departing user, delete them — there is no deactivate option. Use the delete (bin) icon on the Users list (Manage Account → Users). If a successor is taking over, create and confirm their account first, then delete the old one (deletion is permanent). See How do I migrate a Civic.ly user to a new email address?.
  • Email addresses for the Clerk and Chair specifically should be role-based, not personal — see Does every council admin need a non-personal email address for Assertion 10?.