How to Add Users and Roles
This article explains how to add new users to your Cahoot account, assign roles with specific permissions, and manage user access. Each user is assigned a role that controls which parts of Cahoot they can access.
Important — Before You Add a User:
- Only the primary Cahoot account holder can add new users. Other users — even those with an Administrator role — cannot create new user accounts.
- Notify Cahoot Support first. Before creating a new user, Submit Ticket with the new user's email address so it can be added to our ticketing system. This is a required prerequisite.
Adding a New User
1Navigate to Users & Roles in the top navigation bar on the right side of the screen.
2Click Add New User to create a new user account.
3Complete the required fields:
- Email and Password (required) — These are the credentials the user will use to log into Cahoot. The Password and Confirm Password fields must match.
- First Name and Last Name (required) — Cahoot uses the name to track user activity such as label creation and Package Manager edits.
- Role (required) — Select a role from the dropdown. You must have at least one role created before adding a user. See the Default Roles and Permissions section below for details.
Optional Settings
- Notes — Internal field for recording user-specific notes.
- Phone — Phone number for the user.
- Expiry Date — Set an expiration date and time. The user cannot log in after this date.
- Profile Image — Image displayed when viewing the user account.
- Reset Password At Next Login — Forces a password change on the next login. This is enabled by default for new accounts.
- Active — When checked, the user can access the account. When unchecked, the user cannot log in.
- Locked Out — Check to lock the user account. This is automatically enabled after 5 consecutive failed login attempts. See Managing Locked Accounts below.
4Click Save to create the user account.
5Provide the new user their credentials (email and password) so they can log into Cahoot. They will be prompted to change their password on first login.
Managing Locked User Accounts
User accounts are automatically locked after 5 consecutive failed login attempts. When this happens, the primary account holder must unlock the account before the user can access Cahoot again.
From the Users & Roles page, you can see which users are currently locked:
How to Unlock an Account
1Navigate to the Users & Roles page.
2Click Edit for the locked user.
3Uncheck the Locked Out checkbox.
4Click Save.
Removing or Replacing Users
When team members leave or you need to manage your account's user limit, you can deactivate user access without deleting their profile. This preserves historical activity data while preventing access.
Deactivating a User
1Navigate to Users & Roles.
2Click Edit for the user you want to deactivate.
3Uncheck the Active checkbox to prevent the user from accessing the account.
4Check the Locked Out checkbox to ensure the user cannot log in.
5Click Save.
Replacing a User
If you need to replace one user with another rather than simply removing them, you can reuse the existing user profile to stay within your account's user limit:
1Edit the existing user profile.
2Update the Email field to the new user's email address.
3Set a new Password for the new user.
4Confirm Active is checked and Locked Out is unchecked.
5Click Save.
Default Roles and Permissions
Cahoot provides several default roles with specific permissions designed for different team functions. Review each role below to determine which is best suited for your team members.
| Role | Description |
| Order Fulfillment | Bare minimum permissions for creating labels and shipping orders only. |
| Warehouse User | All permissions needed for creating labels, shipping orders, and processing Work Orders. |
| Warehouse Manager | Complete warehouse operations including labels, shipping, Work Orders, Products, and Order management. |
| Product and Inventory Manager | Not involved in daily orders but has access to reports and system elements, including CFP Bills creation. |
| Administrator | Full access to all permissions including Support access. |