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2. Prepare your organization

Manage your users

Last updated: July 2026

Users are the people in your organization who sign in to LambdaAssetCheck. This article covers adding users and giving each one the right role, groups, and sites — and deactivating people who no longer need access.

Who can do this: owners and admins. Where: Administration → Users / Groups / Sites → Users.

Before you start

Set up the building blocks first, so you have something to assign people to:

  • Roles — what people can do.
  • Sites — where they work.
  • Groups — the teams they belong to.

CMMS note: if your organization integrates with an external CMMS, users are maintained there and synchronized into LambdaAssetCheck, so creating and deactivating users here is view-only.

Create a user

  1. Go to Administration → Users / Groups / Sites → Users and select Create user.
  2. Enter the user's information.
  3. Select Create user to save.
The Users tab under Administration, with the Create user button
The Users tab under Administration, with the Create user button

Add users in logical batches — by department, for example — and use employee numbers for easy identification.

Assign a role

Each user needs a role, which sets what they can do. Assign the role that matches their job, following least privilege — the minimum access they need.

Assign groups

Add the user to the groups that match their team. From the user's actions, open Add to Groups, select the group(s), and select Add. Keep it simple: assign users to the groups that fit their role, and avoid putting one person in many groups.

Assign sites

Give the user access to the sites they work at. From the user's Actions, select Manage sites, choose the site(s), and select Save. Where you can, assign sites to groups rather than to individuals — it's much less to maintain.

Deactivate a user

When someone no longer needs access:

  1. Go to Administration → Users / Groups / Sites → Users.
  2. Select the user's Actions, then Deactivate.
  3. Confirm with Deactivate.

Their status changes to Inactive, and Deactivate becomes Activate so you can restore access later.

Good habits

  • Review regularly. Check user details, roles, groups, and site assignments periodically and update them when people change department or location.
  • Document changes. Note why a user is in a particular role or group, and why any change was made — it keeps your access clean and auditable.
  • Remove access promptly. Deactivate people who've left so access stays tight.

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