Account Owners and administrators with the appropriate permissions can add, remove, and manage users in Wealthbox.
The process varies slightly depending on whether you're an Organization Administrator or a Workspace Administrator. This article explains how to:
- Add a new user
- Remove an existing user
- Replace a user
- Understand how billing is affected when user licenses are added or removed
Adding a User
For Organization Administrators
Organization Administrators can invite users to one or more workspaces and configure organization-level permissions.
To add a user:
- Click the three-dot menu in the upper-right corner of Wealthbox.
- Select Workplace Settings.
- Navigate to Users.
- Click Invite Users.
- Enter the user's name and email address.
Note: Even if your organization has only one workspace, you must still select it during the invitation process.
Organization Privileges
When inviting a user, you can optionally grant:
- Organization Administrator access
- Permission to create and manage Custom Objects
Users granted Organization Administrator access can also invite and manage users.
Workspace Defaults
Choose whether the user should be:
- A Workspace Administrator
- A Standard User
You can also assign the user's default privileges and permissions.
Workspaces
Select the workspace or workspaces the user should have access to.
Add-Ons
If your subscription includes optional add-on features, you can assign them during the invitation process.
To enable an add-on:
- Locate the desired add-on.
- Toggle it on.
If no available license exists, an additional license will automatically be added to your subscription.
For Workspace Administrators
Workspace Administrators with the Manage Users permission can invite users to their specific workspace.
To invite a user:
- Click the three-dot menu in the upper-right corner of Wealthbox.
- Select Settings.
- Navigate to Workspace > Users.
- Click Invite Users.
- Enter the user's:
- First name
- Last name
- Email address
- Click Invite Users.
You may also grant:
- Admin privileges
- Manage Users permission
- Export Data permission
If applicable, you can also configure the user's default visibility settings and prevent them from changing those defaults.
User Invitation Notifications
When a user is added to Wealthbox:
- New users receive an email invitation to complete account setup.
- Users who were previously removed and then re-added do not receive a new invitation.
- Existing users added to an additional workspace do not receive an invitation email.
Video Tutorials
- How to Invite a User
- How to Add Users in a Separate Workspace
Removing a User
Account Owners and Workspace Administrators with the Manage Users permission can remove users from a workspace.
To remove a user:
- Click the three-dot menu in the upper-right corner of Wealthbox.
- Select Settings.
- Navigate to Workspace > Users.
- Locate the user.
- Click the dropdown arrow next to their name.
- Select Remove Access.
Important: If you use multiple workspaces, you'll need to remove the user from each workspace they have access to. This prevents future access and ensures billing is updated appropriately.
Video Tutorial
- How to Remove a User
Related Resources
- What Are the Common Questions and Best Practices When Removing a User?
Billing After Removing a User
Monthly-Billed Accounts
Monthly billing is prorated.
When a user is removed:
- Access ends immediately.
- Future invoices are adjusted automatically.
- Charges apply only for the portion of the billing period during which the user had access.
Any billing adjustments will appear on your next invoice.
Annually-Billed Accounts
When a user is removed:
- Access ends immediately.
- Billing for the seat continues through the current annual term or contract period.
The vacant seat may be reassigned to another employee at any time.
Replacing a User
If an employee leaves and another employee will take their place, it's important to follow the correct order of operations.
Step 1: Remove the Existing User
Follow the instructions in the Removing a User section above.
Step 2: Add the New User
Follow the instructions in the Adding a User section above.
Important: Always remove the existing user before adding the replacement user.
Why Order Matters
If the existing user is removed first:
- Their license becomes vacant.
- The new user fills the vacant license.
- No increase in user licensing occurs.
If the new user is added before the existing user is removed:
- A new license is added.
- Your minimum user count increases.
- You may incur additional charges.
Billing When Adding Users
Monthly-Billed Accounts Without a Contract
- New users gain access immediately after accepting the invitation.
- Charges are prorated through the remainder of the monthly billing cycle.
Monthly-Billed Accounts With a Contract
- New users gain access immediately after accepting the invitation.
- Charges are prorated through the remainder of the monthly billing cycle.
- User licenses and add-on licenses are automatically added to the contract.
These licenses continue billing through the contract renewal date.
To remove licenses at renewal, Wealthbox must be notified at least 90 days before renewal.
Contact: support@wealthbox.com
Annually-Billed Accounts
- Users gain access immediately.
- Billing occurs when the user is added, regardless of whether they have accepted the invitation.
- Charges are prorated through the remainder of the annual billing cycle.
User licenses and add-on licenses remain active until the renewal date.
To remove licenses at renewal, Wealthbox must be notified at least 90 days before renewal.
Contact: support@wealthbox.com
Frequently Asked Questions
Who can add users?
Organization Administrators and Workspace Administrators with the Manage Users permission can invite users.
Do users receive an invitation email?
Yes. New users receive an invitation email when first added to Wealthbox.
What happens if I re-add a previously removed user?
Previously removed users do not receive a new invitation email.
Can I add a user to multiple workspaces?
Yes. Organization Administrators can assign users to one or more workspaces during the invitation process.
Will removing a user stop billing immediately?
Monthly subscriptions receive prorated billing adjustments. Annual subscriptions continue billing for the seat until the renewal date.
What's the best way to replace an employee?
Remove the departing user first, then add the replacement user. This allows the replacement user to occupy the existing license and helps avoid unnecessary increases in licensing costs.