User Settings Overview
User Settings is the section of the Proteus Admin Console where user accounts are managed - from initial invitation and account setup to permission configuration and deactivation. This is also where Offline Users (a lower licence tier) are created and, where required, converted into full Online Users.
User Settings is only accessible to users with Admin role permissions. Navigate to the Admin Console from the main navigation menu and select Users to access these options.
User Role Permissions
Proteus offers a range of user roles, each with a different level of access and permissions across the platform. Refer to the User Role Permission matrix below when assigning a role to a new or existing user.
Inviting New Online Users
In the Admin Console, navigate to Users.
Select + Add New to open the invite user form.
Complete the following details on the form.
Once all details have been completed, select Invite.
Field | Description |
New User’s Email | The email address the user will receive their Proteus invitation at. Ensure this is accurate, as the invitation link will be sent directly to this address. |
Office | The office within your organisation that this user belongs to. |
User Role | The permission level to be assigned to this user. Refer to the User Role Permission matrix above when selecting the appropriate role. |
Finance & Asset Manager | A toggle controlling whether this user is given access to the Finance and Asset modules. This is hidden by default and must be explicitly enabled if required. |
Is User Approver | A toggle controlling whether this user will be available for selection as an approver on proposals. |
NOTE: The new user will receive an email invitation to join your Proteus tenant. You can complete the remainder of their profile details immediately, or leave this for the user to complete themselves once they have accepted the invitation and logged in.
Viewing Invited Users
To view all users who have been invited but have not yet accepted their invitation, select Invited from the Users section.
The Invited view lists all pending invitations. If a user has not accepted their invitation within the expected timeframe, select Re-invite - via the 3 dots on the right - against that user to send a fresh invitation email.
Managing Existing Users
On the Users index, locate the user you wish to update.
Select the 3 dots on the right-hand side of the user row.
Select Edit to open the user details form.
Update the required fields.
Select Save to confirm the changes.
Deactivating Users
Users can be deactivated at any time. Deactivating a user invalidates their login, preventing them from accessing Proteus until their profile is reactivated.
On the Users index, locate the user you wish to deactivate.
Select the 3 dots on the right-hand side of the user row.
Select Deactivate.
Deactivating a user does not remove their historical involvement in Proteus. If a deactivated user is already assigned to Projects — including where a Project Manager books time on their behalf — or has previously booked time, this data remains valid. However, a deactivated user can no longer be assigned to new Proposals or Project records.
The deactivated user will receive an email notification informing them that their account has been deactivated.
To view all deactivated users, select Deactivated from the Users section.
How to Reactivate a User
On the Users index (or within the Deactivated view), locate the user you wish to reactivate.
Select the 3 dots on the right-hand side of the user row.
Select Activate.
Offline Users
Offline Users represent the lowest tier of licence available in Proteus. Unlike Online Users, Offline Users do not have access to Proteus and cannot log in or be actively used across most workflows in the platform.
Despite not having platform access, an Offline User’s profile and CV can still be completed within Proteus. This information can be included in proposal documents generated via the Word Add-in, making Offline Users useful for representing team members - such as subject matter experts or associates - whose experience needs to be showcased to a client without requiring them to have full platform access.
Offline Users can also be assigned to projects as a resource, allowing their time and cost to be tracked even though they do not log in to Proteus themselves.
How to Create a New Offline User
In the Admin Console, navigate to Users.
Select Add Offline User.
Complete the profile details for the Offline User, including their CV information if this is to be used on proposal documents.
Select Save to create the Offline User profile.
Converting an Offline User to Online
If an Offline User needs to be granted full platform access, their profile can be converted into an Online User account. This preserves all previously entered profile and CV information while granting the user a license to log in and use Proteus.
WARNING: An unused Full or Timesheet Only licence must be available in order to convert an Offline User to Online. If your organisation does not have an available licence, notify a member of the Proteus Customer Success team via email or Intercom to arrange additional licences before proceeding.
On the Users index, locate the Offline User you wish to convert.
Select the 3 dots on the right-hand side of the user row.
Select Convert to User Account.
Complete any additional details required for the new Online User account, including Office, User Role and other invite fields as covered in Inviting New Online Users above.
Select Convert & Invite.
NOTE: Once converted, the user will receive an automated email invitation to join Proteus as a full Online User, following the same invitation process as a newly invited user.