Managing Users

manage_accounts Accessing user management

From the KYDO home screen, click the Administration card, then navigate to Users. This section is only available to administrators.

person_add Adding a user

Click the + button to add a new user. You will be asked to choose the user type:

• Person — a human user. Requires an email address.
• Service — a technical account for integrations or automated processes. Requires a password instead of an email.

Only use the Service type for real service accounts. For any person who needs to access KYDO, always select Person.

badge Roles

Each user is assigned a role that determines what they can access and do in KYDO.

Standard roles

• Admin — Full access to all features and settings, including user management, tenant configuration, and document deletion.
• Standard — Can work with documents but cannot manage users, tenants, or system properties, and cannot delete documents.
• Standard with Delete — Same as Standard, with the additional ability to delete documents.

Read and upload roles

• Read Only — Can view documents in the archive and inbox, but cannot upload or process them.
• Read Only without inbox — Like Read Only, but restricted to the archive. No access to the inbox.
• Upload Only — Can upload documents but cannot read or process them.
• Upload Read Only — Can upload and read documents, but cannot process or edit document metadata.

Accounting roles

• Standard & CV-Viser — Like Standard, with the ability to vise (approve) documents in the accounting module.
• Standard & CV-Editor — Like Standard, with the ability to process and vise expenses.
• Controller — Like Upload Read Only, but can also be assigned to document approval flows. This is a separate approval flow from the one used by visers in accounting.

sell Pricing

Roles are priced differently depending on their access level. For current pricing details, visit kydo.ch/preise.

person_add Inviting a user

When adding a Person, you can send them an invitation email directly from KYDO. The invitation lets the new user set their own password without any manual steps on your side.

Fill in the following fields before sending:

• Sender company — your organisation name, shown in the invitation email.
• Message — a free-text field for a personal note to the new user.

Click Send to deliver the invitation. The user will receive an email with a link to set their password and access KYDO.

manage_accounts Managing existing users

All users are listed in the user management screen. From here you can view their details and deactivate accounts when needed.

question_answer Frequently Asked Questions

What is the difference between Standard and Standard with Delete? Both roles have the same access except that Standard with Delete can permanently remove documents from the archive. Standard users cannot delete documents.

What role should I assign to someone who only needs to approve expenses? Assign the Standard & CV-Viser role. It gives full standard access plus the ability to vise documents in the accounting module.

Can I change a user's role after they have been created? Yes. Open the user in the user management screen and update their role at any time.

How do I remove a user's access without deleting their account? Deactivate the account from the user management screen. The user's history and documents are preserved but they can no longer log in.

What is a Service user? A Service user is a technical account for integrations or automated processes. It authenticates with a password instead of an email address. Only use this type for real system integrations — not for people.