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

# Managing portal users

> Add the fleet, finance, and admin teammates who need access to the Rynse portal — and keep drivers out of it.

The **Users** page is where you control who can log in to your Rynse portal at `app.gorynse.com`. Unlike vehicles, you manage user access yourself — add a new teammate, reset a password, or remove access in a couple of clicks.

This page is for **fleet managers, finance, and admin staff** who need to pull reports, pay invoices, or run the program. Drivers do not need (and should not have) portal access.

## Who should have a login?

<CardGroup cols={2}>
  <Card title="Add them" icon="circle-check">
    * Fleet managers and dispatchers
    * Finance / AP staff who pay invoices
    * Operations or admin contacts who pull reports
    * Anyone on your team who needs visibility into spend, utilization, or vendor activity
  </Card>

  <Card title="Skip them" icon="circle-xmark">
    * Individual drivers — they don't need to see invoices or reports
    * Field techs who only need to swipe a card or scan a plate at the vendor
    * Anyone who would only add noise to the account
  </Card>
</CardGroup>

<Warning>
  Avoid giving drivers portal access. The portal is built for the people running the program, not the people using it day-to-day at the wash. Keep the user list short and intentional — it makes audits, password resets, and offboarding much easier.
</Warning>

## The Users table

The table on **Organization → Users** lists everyone on your account, with four columns:

| Column          | What it shows                                                                                       |
| --------------- | --------------------------------------------------------------------------------------------------- |
| **Name**        | Full name on the user's profile.                                                                    |
| **Email**       | The login email — also where temp passwords and resets are sent.                                    |
| **Last Active** | Date and time of the user's most recent portal activity. Blank (`-`) means they've never logged in. |
| **User Type**   | The role assigned to the user. Always **Fleet Manager**.                                            |

## Adding a user

<Steps>
  <Step title="Go to Organization → Users">
    The table shows everyone with current access.
  </Step>

  <Step title="Click Add User">
    The button sits below the table. A dialog opens.
  </Step>

  <Step title="Fill in the form">
    All four fields are required.

    | Field          | Notes                                                    |
    | -------------- | -------------------------------------------------------- |
    | **First name** | The teammate's first name.                               |
    | **Last name**  | The teammate's last name.                                |
    | **Email**      | Their work email. This becomes their portal login.       |
    | **User Type**  | Defaults to **Fleet Manager** — the only available role. |
  </Step>

  <Step title="Click Add User to save">
    The new user appears in the table immediately, and Rynse emails them a temporary password from `support@gorynse.com`.
  </Step>
</Steps>

### What your teammate sees

The new user gets an email from `support@gorynse.com` with a temporary password. On their first login at `app.gorynse.com`, they're prompted to change it to something only they know. From there, they have the same access you do.

<Tip>
  Temporary passwords expire quickly. If your teammate doesn't log in within a day or two, the password may lapse — just use **Reset Password** (below) to send a fresh one.
</Tip>

## Resetting a password

If a teammate forgets their password or their temp password expired, you can issue a new one without contacting support.

<Steps>
  <Step title="Find the user in the table">
    Use the row matching their name or email.
  </Step>

  <Step title="Click the key icon">
    The key icon in their row opens the **Change Password** dialog.
  </Step>

  <Step title="Set a new password and save">
    Enter a new password (at least 6 characters) and click **Reset Password**. Share it with your teammate over a secure channel and have them change it on their next login.
  </Step>
</Steps>

## Removing a user

When someone leaves the team or no longer needs portal access, remove them promptly.

<Steps>
  <Step title="Click the remove-person icon">
    The icon to the right of the password key in their row.
  </Step>

  <Step title="Confirm in the dialog">
    A confirmation prompt asks **"Are you sure you want to remove this user's access?"** Click **Yes, Remove**.
  </Step>
</Steps>

Once removed, the user can no longer log in. Their historical activity (like the **Last Active** timestamp on past records) stays intact — only their access is revoked.

<Note>
  Removing a user is access-only. It doesn't touch invoices, vehicles, or any other data on your account.
</Note>

## Best practices

<CardGroup cols={2}>
  <Card title="Keep the list tight" icon="users">
    The shorter your user list, the easier it is to audit and offboard. Add fleet, finance, and admin teammates — that's it.
  </Card>

  <Card title="Use work emails" icon="envelope">
    Personal emails make offboarding messy. Stick to email addresses tied to your organization so access can be cut when someone leaves.
  </Card>

  <Card title="Offboard quickly" icon="user-minus">
    When a teammate moves on, remove them the same day. It takes ten seconds and avoids stale access piling up.
  </Card>

  <Card title="Need a driver-friendly view?" icon="qrcode">
    Drivers don't need a login — point them at the QR code on the driver one-pager (linked from **Organization → Car Wash Locations**) instead. It shows every vendor location with driving directions, no portal access required.
  </Card>
</CardGroup>

## Stuck or need help?

If a teammate can't log in, isn't receiving the temp password email, or you'd like a hand cleaning up old accounts, email `support@gorynse.com`. If invoice or credential emails aren't landing, ask your IT team to whitelist `@gorynse.com` — corporate firewalls are the most common reason new users miss the welcome email.