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Admin Guide

Invite, manage roles, control access, and assign contacts for everyone in your portal.

For Admins

Who this guide is for

  • Portal administrators
  • Anyone with the Admin role

What you’ll learn

  • How to invite users and assign roles
  • How to override per-user module permissions
  • How to deactivate, reactivate, and reset MFA
  • How to assign contacts to professional users

On this page

  1. Users table overview
  2. Invite a user
  3. Change role & override permissions
  4. Deactivate, reactivate, and reset MFA
  5. Assign contacts to a professional
Overview

Users table overview

Navigate to Users in the left sidebar to open the user management page. The table shows every member of your portal along with their role, module permissions, status, and available actions.

Users management page showing the full user table with seat counter and Invite User button The Users page displays a seat counter, an Invite User button, and a table with columns for Name/Email, Role, Permissions, Status, and Actions. Three rows show an active user, a professional, and an invited user. portal.ventana.app/portal/users Users Manage who has access to this portal. 3 / 20 seats Invite User Name / Email Role Permissions Status Actions Jane Smith jane@company.com User ▾ Invoices Support Active Deactivate Reset MFA Marcus Webb marcus@company.com Professional ▾ Role Default Active Assign Contacts Deactivate Terry Brown terry@company.com User ▾ Role Default Invited Cancel Invite 1 2 3 4 5
1
Seat counter — Shows how many of your purchased seats are in use. Turns amber when you’re at the limit. Click through to Billing to purchase more seats.
2
Invite User — Opens the invite form to add a new user. Disabled when you’ve reached your seat limit.
3
Role column — A dropdown for each user (except yourself). Change a user’s role here; it takes effect immediately with no save required.
4
Permissions column — Overrides module access on a per-user basis. Role Default means the user gets whatever the role-level permissions allow. Select specific modules to restrict or expand access for that individual.
5
Actions column — Context-sensitive buttons that change based on the user’s role and status. Details in the sections below.
Invitations

Invite a user

Click Invite User in the top-right corner of the Users page to open the invite form. The new user receives an email with a link to set their password and log in.

Invite a new user modal with name, email, and role fields A modal dialog with fields for first name, last name, email address, and role selection, plus Cancel and Send Invite buttons. Four callouts point to each field and the Send Invite button. portal.ventana.app/portal/users Invite a new user ✕ First name * Jane Last name * Smith Email address * jane@company.com Role User ▾ Cancel Send Invite 1 2 3 4
1
Enter first and last name — Both are required and will appear as the user’s display name throughout the portal.
2
Enter email address — The invite link is sent here. The user signs in with this address.
3
Select a role — Choose from Admin, User, or Professional. This determines which sidebar items and modules the user can access. You can change it at any time after the invite.
4
Click “Send Invite” — The user receives an email with a link to set their password. They appear in the table with an Invited status until they accept.
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Role options: User — standard portal access; Professional — sees assigned contacts and CRM data; Admin — full portal management access.
⚠️
Each invite uses a seat. If you’re at your seat limit the Invite User button is disabled. Go to Billing to purchase additional seats before inviting more users.
Access Control

Change role & override permissions

The Role and Permissions columns are editable inline — no save button required. Changes apply immediately.

Users table showing an open role dropdown and a permissions override in action Two table rows show Jane Smith with an open Role dropdown (User selected) and custom Permissions tags, and Terry Brown with Role Default permissions. Three callouts indicate the role dropdown, the permissions override cell, and the Role Default state. portal.ventana.app/portal/users Name / Email Role Permissions Status Actions Jane Smith jane@company.com User ▾ Admin User ✓ Professional Invoices Support ▾ Active Deactivate Terry Brown terry@company.com User ▾ Role Default ▾ Active Deactivate 1 2 3
1
Change role — Click the role dropdown in any user’s row and select a new role. The change saves instantly. Admins always see a full-access label instead of a dropdown for their own row.
2
Override module permissions — Click the Permissions cell to open a multi-select. Choose specific modules (Invoices, Documents, Signatures, Support) to override the role defaults for that individual. Selected modules appear as blue tags.
3
Revert to role default — Clear all selections in the Permissions dropdown. The cell returns to Role Default, meaning the user’s access is controlled entirely by their role’s settings.
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Role-level permissions are configured in Settings → Role Access. Per-user overrides here take precedence over the role default for that individual only.
Account Management

Deactivate, reactivate, and reset MFA

The Actions column shows different buttons depending on each user’s current status. All actions require a confirmation click before taking effect.

Users table showing Action buttons for Active, Invited, and Inactive users Three rows show: Jane Smith (Active) with Deactivate, Reset MFA, and Folders buttons; Terry Brown (Invited) with Cancel Invite; Sam Lee (Inactive) with Reactivate and Reset MFA. Three callouts point to each row's action set. portal.ventana.app/portal/users Name / Email Status Actions Jane Smith jane@company.com Active Deactivate Reset MFA 📁 Folders Terry Brown terry@company.com Invited Cancel Invite Sam Lee sam@company.com Inactive Reactivate Reset MFA 1 2 3
1
Active users — Three actions are available:
  • Deactivate — Blocks the user from signing in. Their data is preserved. The seat remains in use.
  • Reset MFA — Removes the user’s authenticator enrollment. They will be prompted to re-enroll on next login.
  • 📁 Folders — (Shown for User role when WorkDrive is enabled.) Opens the folder access modal to manage which WorkDrive folders the user can see.
2
Invited users — Cancel Invite revokes the pending invitation link. The user can no longer sign up through that link, and the seat is freed.
3
Inactive users — Reactivate restores portal access immediately. The user can sign in again without a new invite.
⚠️
Deactivating a user does not free up a seat — the seat is only released if you cancel a pending invite or the user is fully removed.
Professional Users

Assign contacts to a professional

Professional users see only the Zoho CRM contacts explicitly assigned to them. Click Assign Contacts in the Actions column for any active Professional to open the assignment modal.

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The first time you click Assign Contacts, the system may prompt you to Import CRM Contacts first. Click Import Contacts, wait for the import to complete, then click Continue to Assign. This is a one-time step.
Assign Contacts modal for a professional user showing search, results, and assigned contacts The Assign Contacts modal shows a search field with results (Acme Corp contacts with Add buttons) and an Assigned Contacts section (Riverside Partners contact with folder and remove actions). Five callouts highlight key interactive elements. portal.ventana.app/portal/users Assign Contacts — Marcus Webb ✕ Search Contacts Acme Corp searching… Acme Corp — Sarah Jones sarah@acme.com + Add Acme Corp — Dave Kim dave@acme.com + Add Assigned Contacts (1) Riverside Partners — Tom Nguyen tom@riverside.com 📁 0 folders Remove No folders assigned — click 📁 to add Cancel Save 1 2 3 4 5
1
Search for a contact — Type a name, company, or email. Results appear as you type (after 2 characters). Only contacts not already assigned to this professional are shown.
2
Click “+ Add” to assign a contact from the results. The contact moves to the Assigned Contacts list below. You can add as many as needed.
3
Review assigned contacts — Each assigned contact appears as a card. Click Remove on any card to unassign that contact.
4
Assign folders per contact (optional) — Click the 📁 folders button on a contact card to open the folder picker for that contact. Select WorkDrive folders the professional should be able to access when viewing that contact.
5
Click “Save” — Saves all contact assignments for this professional. The professional will immediately see the assigned contacts in their Contacts page.
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Contact assignments only affect Professional role users. User and Admin roles are not affected by this setting.
Related guide

Manage your subscription

Need to add seats before inviting more users? Head to the Billing admin guide to adjust your seat count or update your payment method.

View Billing Admin Guide →