The Users page lists the people who can sign in to CoolFocus for your organization.
A user is different from a client, donor, volunteer, or contact. A user is a staff member or team member who needs a login.
Open Settings, then go to Security and choose Users.
You may see views such as All Users or segment views that help you review certain groups of users.
Use the Users page to:
Review who has access.
Open a user's profile.
Check which user groups someone belongs to.
Turn Administrator on or off for someone who should have full access to licensed modules.
Update access when someone's role changes.
Remove access when someone leaves your team.
Link the login to a People record using the Linked Person field.
Administrator — Can open all modules your organization is licensed for. Does not rely on user-group module checkboxes for sidebar access.
Not an administrator — Sidebar modules come from the user's user group module permissions. Assign a group and ensure that group allows the modules they need.
Open a user's profile and find the Linked Person field. Search by name and select the correct person, volunteer, or staff record to connect the login to it.
If a person is linked, you will see a View [name] link that jumps straight to that person's record.
If no one is linked, the field shows No person linked. Without a link, scheduler, Home, and staff features cannot resolve the correct person for that user, so views like My Schedule or Home → Today's Appointments can look empty even when appointments exist.
Clearing the field removes the link between the login and the People record.
For more on why this link matters and how it connects to positions and schedule views, see Your login, People record, positions, and schedule views.
From a user's profile, open the Quick Actions menu and choose View activity log to jump to User Logs, pre-filtered to that person. It shows their sign-in activity, clinical record access, and field-level record changes.
A non-administrator's permissions usually come from their user groups. If several people need the same access, update the group instead of changing each user separately.
Cannot sign in — Confirm they accepted their invitation and that their user account is active.
Signed in but a module icon is missing — Confirm Administrator status or user group module access, then see Troubleshooting: A module icon is missing from the sidebar in the administration docs.
Schedule or Home looks empty — Confirm the user's Linked Person field points to their People record.
