Who this is for: Admins
Add people to ChangePlan, choose their licence, and give them access to the portfolios and initiatives they work on. Only admins can see Settings, so only admins can manage users.
Add a user
- Click Settings in the left menu, then open the Users tab. You'll see the current users, when each one last logged in, and your licence counts (used, available and total) for Full and Read-only licences.
- Click + Add.
- Enter the person's first name, last name and email address. The email address is their unique sign-in identity, so two users can't share one.
- Choose the licence type:
- Full: create and edit initiatives, portfolios, audiences, risks and activities on the initiatives they can access.
- Read-only: view the initiatives, activities and reports they've been given access to, without editing.
- Give access to portfolios and initiatives. Tick the checkbox next to each portfolio or initiative, then choose the access level. Choosing a level in the dropdown without ticking the checkbox does not save the access.
- Click Save. The new user gets an email with a link to set their password.
Choose the right access level
Access | Portfolio access (covers every initiative in the portfolio) | Initiative access (one initiative) |
Full Access | Read, edit and add other users to the portfolio | Read, edit and add other users to the initiative |
Editor | Read and edit | Read and edit |
Viewer | Read only | Read only |
Portfolio access only overrides initiative access upwards: Full Access to a portfolio beats Viewer access to an initiative inside it, but a higher initiative-level access still holds. For fine-grained control, give access at initiative level only.
You can also give access from inside an initiative: open the initiative, click Edit initiative in its left menu, and use Initiative access.
Edit or remove a user
- Go to Settings > Users and click the user.
- To change their name, licence or access, make your changes and click Save. Their email address can't be changed here.
- To remove them, click Delete user and confirm. Their login and access are removed and their licence is freed for someone else.
Add more licences
- Email support@changeplan.co with the number of extra Full and Read-only licences you need. Requests are usually processed within 24 hours.
- We confirm the new licences with your admin once they're added. New licences are pro-rated to your existing renewal date.
To add or remove another admin, contact support@changeplan.co. This can't be done in the app.
Related articles
Still stuck?
Email support@changeplan.co with a screenshot of what you see, and we'll help.
Last updated: 20 October 2026