# Give a person tasks (/docs/settings/people-by-tasks)

This page is for the Org admin. Open **Settings › Users & invitations**, then choose **Edit** on a person.

You do not need to know the app roles or the signing titles. Tick the tasks the person does. The system sets
the **App role**, the **Also app roles**, the **Signs as** and the **Also signs as** for you. One person can
have any number of tasks.

<GuideStep
  title="One person, by tasks"
  description="Tasks in six groups on the left. What the tasks give is on the right."
  src="/guide/people-by-tasks/1.png"
  alt="Person page with task groups and ticks on the left, and the In short and access panels on the right"
  width={1440}
  height={1500}
  callouts={[
    { x: 62, y: 30, caption: "Start from a template to fill the ticks. You can change them after." },
    { x: 21, y: 43, caption: "Tick a task. Under each task you see what it gives and its rules." },
    { x: 83, y: 35, caption: "In short: what the person does, what they can edit and what they sign as." },
    { x: 83, y: 52, caption: "Access by app and the signing titles, from the same tasks." },
  ]}
/>

## Tick the tasks [#tick-the-tasks]

<Steps>
<Step>

On **Users with access**, choose **Edit** on the person's row.

</Step>
<Step>

Choose a **template** to fill the ticks, for example **Store keeper** or **QA manager**. This step is optional.

</Step>
<Step>

Tick or untick tasks. Each task shows the apps it lets the person edit, the signing title it gives, and any
rule. Example rule: a person cannot approve their own request.

</Step>
<Step>

Read **In short** and **Access by app** on the right. They show what the person gets before you save.

</Step>
<Step>

Choose **Save changes**. The message reads `{name} updated`.

</Step>
</Steps>

An untick removes a role or a signing title only when no other ticked task needs it. The first ticked task
gives the main **App role** and the main **Signs as**.

## Roles that no task gives [#roles-that-no-task-gives]

A person can have roles that no task gives. Example: the Maintenance role with the Production technician
signing title. The page shows these under **Advanced**, with a yellow note. They stay when you save. You
remove them only when you change them in **Advanced**. A template keeps them too.

Open **Advanced: app roles and signing titles** to set the app role, the extra app roles, **Signs as** and the
extra signing titles by hand. The Org admin role is always the main role. It has no extra roles.

<Callout type="note">
Only the Org admin changes tasks. You cannot change your own: another administrator does it. The Org admin task
gives full access to every app. Only the owner can give it to a username login.
</Callout>

## Add people [#add-people]

Choose **Add people** on **Users with access**. The dialog has two tabs.

<GuideStep
  title="Add people with a username"
  description="One row for each person. The username check runs while you type."
  src="/guide/people-by-tasks/2.png"
  alt="Add people dialog on the With a username tab with three rows"
  width={1440}
  height={1000}
  callouts={[
    { x: 27, y: 46, caption: "Full name. The username fills in from it." },
    { x: 41, y: 46, caption: "Username with its check: Available, or Taken with a free name to try." },
    { x: 70, y: 46, caption: "Template: the tasks of this person." },
    { x: 26, y: 66, caption: "Add another person, or paste a list with one person on each line." },
  ]}
/>

**With a username** is for staff without a work email. Add one row for each person: **Full name**,
**Username**, **Employee** (optional) and **Template**. Choose **Paste a list** to add many people at once:
write one person on each line as `Full name, username`. Choose the create button. It shows the number of logins.

The system sends one request for each row. If one row fails, the others are still made. The failed rows stay
in the dialog, with the reason, so you can fix them.

<GuideStep
  title="Every new login, once"
  description="Each password shows one time only. Print one slip for each person."
  src="/guide/people-by-tasks/3.png"
  alt="Result screen listing three new logins with hidden passwords and the Print one slip each button"
  width={1440}
  height={1000}
  callouts={[
    { x: 69, y: 50, caption: "Show or Copy the temporary password." },
    { x: 70, y: 61, caption: "Print one slip each." },
  ]}
/>

Give each person their details in person. The passwords stop working after 72 hours. At the first sign-in the
person sets their own password. See [Logins without email](/docs/settings/logins-without-email).

**With an email invitation** sends an email with a sign-in link to each address. Only the workspace owner can
send email invitations. For anyone else this tab is off. Paste one email or a list, choose a template, and
choose the send button. It shows the number of invitations.

## If the system refuses [#if-the-system-refuses]

| Message | What to do |
|---|---|
| `Only the workspace owner can send email invitations. Ask the owner, or add the person with a username.` | Ask the owner, or use the **With a username** tab. |
| `This username is in use. Choose a different username.` | Use the free name the row suggests, or type another. |
| `Only the organization owner can create a login with administrator or Settings access.` | Ask the owner. The templates **Org admin** and **HR officer** give Settings access. |
| `You cannot change your own app roles. Ask another administrator.` | Ask another administrator. |

<NextSteps>

<NextStep href="/docs/settings/users-and-invitations" title="Link people to employees" description="Employees, approval limits and delegation." />

<NextStep href="/docs/settings/logins-without-email" title="Logins without email" description="Temporary passwords and resets." />

<NextStep href="/docs/settings/refusals" title="Settings refusals" description="Every message and the fix." />

</NextSteps>