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Inviting Users

TMS ONE supports two methods for adding users to your organisation or project: manual creation (you set up the account directly) and email invite (the user receives a signup link and completes their own registration).

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Organisation-level vs project-level users

There are two contexts where users are managed in TMS ONE:
ContextWhereWho manages it
Organisation usersOrganisation admin panelClient admin (organisation owner)
Project usersInside a project → UsersProject admin
Both follow the same two-method approach, with slightly different fields.

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Inviting users to a project

From the left sidebar inside your project, click Users. You’ll see a list of all users currently on the project.

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Click Create User

Click the Create User button to open the invitation form.

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Choose an invitation method

You’ll be presented with two tabs:

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Option A: Add manually

Use this when you want to create the account yourself and share credentials directly.
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User Type
select
required
The user’s role type within the project.
  • Admin — Full access to project settings and user management
  • QA User — Access to test cases, runs, defects, and other QA features
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First Name
text
required
Minimum 3 characters.
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Last Name
text
required
Minimum 3 characters.
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Email
text
required
Must be a valid email address. Used as the login identifier.
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Phone Number
Optional. Digits only, 10 characters.
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Role
select
required
Assign a role to control what this user can see and do. Roles are configured in Roles & Permissions. Only active roles appear in this dropdown.
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Password
string
A temporary password is auto-generated by the system. It is shown read-only — copy and share it with the user. They can change it after first login.
Click Save to create the account.
Use this to send an invitation email. The user clicks the link and completes their own registration.
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User Type
select
required
Admin or QA User — same as above.
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Email
text
required
The email address the invitation will be sent to.
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Role
select
required
The role that will be assigned when the user completes signup.
Click Send Invite. The user receives an email with a link to complete their registration.

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Managing existing users

From the Users list you can:
ActionDescription
EditUpdate the user’s details, role, or user type. Toggle the Active switch to enable or disable access.
DeletePermanently remove the user from the project
Deactivating a user (setting Active to off) prevents them from logging in but preserves their history — test cases they created, defects they logged, and runs they executed remain intact.

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Assigning users to a project at creation

When creating a project, you can pre-assign QA users using the Assign User multi-select field. Users assigned here are added to the project immediately on creation.

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What’s next?

Roles & Permissions

Control what each user type can see and do

Creating a Project

Set up your first project and assign your team