Prerequisites
You need an Admin role on your Debitura client account. Only Admin users can invite or remove team members. If you are unsure about your role, ask an existing Admin on your account.
User roles
Every team member is assigned one of two roles:
Role | What they can do |
Admin | Full access: manage settings, team members, billing, and all cases |
User | Work on cases (submit, upload documents, communicate with partners). Can open General Settings, but all fields are disabled and there is no Save changes button - cannot change company settings or manage team members. |
For a deeper look at how responsibilities are divided between you, your collection partner, and Debitura, see Roles and responsibilities.
Invite a team member
Go to Settings > Users.
Use the invite option to enter the new team member's email address and select a role (Admin or User).
Submit the invitation.
What happens next: The invited person receives an email to set up their login. If the email address is already registered with Debitura (for example, the person has a partner account), the system links the new access to their existing login and they will not be asked to create a new password.
Access begins only when the person accepts - the invitation on its own grants nothing. If they open the link while signed in as a different address, the invitation is refused and they are told to sign in as the invited account.
Pending invitations. Admins see a second card on the Users page listing invitations that have been sent but not yet accepted, showing the date sent, the invited email address, the role, and the expiry date. Invitations expire fourteen days after they are sent. Each row has two actions: Resend issues a fresh link, resets the fourteen days and invalidates the previous one; Cancel withdraws the invitation immediately. Inviting the same address twice does not create a second invitation - the existing pending one is reused. Non-admin users do not see this card.
Remove a team member
Go to Settings > Users.
Find the team member in the list.
Use the remove option next to their name.
What happens next:
Their access to your account is immediately revoked.
If this was their only Debitura account, their entire user account is deleted.
If they have access to other Debitura organisations, only the access to your account is removed.
Removal cannot be undone through the portal. If a user was removed in error, contact [email protected].
Change a team member's role
Go to Settings > Users and find the team member. In the Role column, click the pencil icon next to their current role. A modal headed Edit user role opens, showing their email address and a Select new role dropdown with Admin and User. Pick the new role and choose Save changes. Only Admin users can change roles, and rows where the action is unavailable show no pencil. You cannot change your own role - the pencil is absent on your own row, so another Admin on the account has to do it for you.
Handover from a shared mailbox
When a colleague takes over work that was done through a shared mailbox login (for example receivables@ or info@), you do not rename that login. Give the person their own access instead:
An Admin invites the person at their own email address with the role needed for the work. If that address already has a Debitura login, they accept the invitation using that existing login.
Confirm the person can sign in and can see the intended company. An invitation does not transfer the shared login's identity or its access to other organisations.
When the handover is complete, an Admin removes the old shared login from the team. An Admin cannot remove their own row, so if the shared login is the only Admin, make the new person an Admin first or keep another Admin on the account.
Removing the old login has the usual consequences described above, including deletion of the user account if this was its only Debitura access. If the company's notification address also needs to change, that is a separate edit of the Company email in General Settings.
Neither Admins nor Users can change the email address they log in with - not from this page and not from Profile, where the Email field is read-only. To keep the same person's existing login under a new address, contact support: see "Changing the email address on your account" in Clients: Email verification issues and fixes.
Edge cases
Re-inviting a removed user: Follow the standard invite steps. If their email still exists in Debitura (from another account), the system links the new access to their existing login.
Multi-account access: A single email address can belong to several Debitura client accounts - for example a group with a separate account per subsidiary. Once you belong to more than one, a Change Company entry appears in the user menu and switches between them; no support request is needed. Your role is per account: the same login can be Admin on one account and User on another, and the portal applies whichever role belongs to the account you currently have selected. Being Admin on one account grants nothing on another. Contact [email protected] only if something is not working as described.
Password resets: Resetting a password affects access across all Debitura accounts associated with that email, not just your account.
Suspected unauthorised access: Contact [email protected] immediately or email [email protected] for security concerns.