User Management

This guide walks you through everything you need to know to set up and manage your team’s access to phyHUB. It covers creating your organization, inviting colleagues, assigning the right roles, and keeping access up to date over time.

How It Works – A Quick Overview

phyHUB uses organizations to keep each company’s users and data completely separate. Every organization has an Organization Admin – the first person to register – who is responsible for managing all team members within that organization.

A few important things to know upfront:

Note

Users cannot sign up on their own. The only way to join a phyHUB organization is to be invited by the Organization Admin. This is by design, to keep your workspace secure.

The overall flow looks like this:

1. Admin registers organization

2. Admin verifies email & logs in

3. Admin invites colleagues (one by one, with a role)

4. Colleagues receive an email

   1. Accept invite

   2. Set a password

   3. Access phyHUB

Part A: Setting Up Your Organization

This section is for the person who has been designated as the Organization Admin and has received a registration link from the phyHUB team.

Step 1: Open the Registration Link and Fill In Your Details

Click the registration link https://www.phyhub.phytec.de/auth/register-organization. You will land on the Register Organization page.

Fill in all four fields:

Field	What to enter
Admin Email	Your work email address. This becomes your login.
Admin Full Name	Your first and last name.
Organization Name	A short, URL-friendly identifier for your company (lowercase letters, numbers, and hyphens only; 1–50 characters; must start with a letter). Example: my-company
Display Name	The human-readable name of your company. Example: My Company Inc.

Once everything looks good, click + Create Organization.

Step 2: Verify Your Email Address

After submitting the form, phyHUB will send a verification email to the address you entered.

Open the email and click Verify Your Account. This confirms that your email address is valid and activates your account.

Tip

If you don’t see the email within a few minutes, check your spam or junk folder. If it still hasn’t arrived, see the Troubleshooting section at the end of this guide.

Step 3: Set Your Password

After verifying your email, you will be prompted to set a password for your account.

Your password must meet the following requirements:

• At least 8 characters

• At least one uppercase letter (A–Z)

• At least one lowercase letter (a–z)

• At least one number (0–9)

A strength indicator will help you gauge how secure your password is. Enter it twice to confirm, then click Set Password & Continue.

Step 4: Log In to the Organization Dashboard

You are now logged in for the first time. Welcome to the Organization Dashboard – this is your control center for managing your team.

At the top, you will see four summary cards:

Card	What it shows
Active	The number of currently active members
Blocked	Members who have been temporarily blocked from accessing phyHUB
Pending Invites	Invitations that have been sent but not yet accepted
Roles	The total number of roles available in your organization

Below the cards, you will find three tabs: Members, Invitations, and Roles. You are currently listed as the only member, with the Org Admin and SuperAdmin roles already assigned to you.

Part B: Understanding the Dashboard Tabs

Members Tab

This tab lists everyone who has joined your organization. For each member, you can see:

• Their name and email

• Their current status (Active or Blocked)

• The roles currently assigned to them

• Their last login date and time

• An Actions menu for managing their account

Invitations Tab

This is where you invite new colleagues. Any invitation that has been sent but not yet accepted will appear under Pending Invitations. Invitations expire after a set period – see Troubleshooting if a colleague’s invite has expired.

Roles Tab

This tab displays all available roles in your organization, along with a short description of what each role is intended for.

Use this tab whenever you need a reminder of what each role does before assigning it to a new team member. For a full breakdown of every role’s permissions and who it is designed for, refer to the Role Reference document.

Part C: Inviting Your Team

Once you are logged in, you can start bringing your colleagues on board. Each person must be invited individually.

How to Send an Invitation

1. Click the Invitations tab in the Organization Dashboard.

2. In the Send New Invitation section, enter your colleague’s work email address in the Email field.

3. In the Assign Roles section, tick the checkbox next to each role you want to give this person. You can assign more than one role.

4. Click Send Invite.

Your colleague will immediately receive an invitation email. The invitation will also appear in the Pending Invitations list until they accept it.

Choosing the Right Role

Not sure which role to assign? Here is a quick summary of the most commonly used roles:

Role	Best for
Observer	Managers or stakeholders who only need to view information
System Analyst	Support or QA engineers who need to investigate issues
Device Manager	Field engineers who manage their own set of devices
Device Admin	Senior engineers who need full access to all devices
Software Developer	Engineers who build and test application packages
Software Manager	Release managers who review and approve software
Software Admin	Senior engineers managing the full software catalogue
Asset Admin	Inventory managers maintaining the asset catalogue
User Admin	IT administrators who manage users and roles

Part D: What Your Invited Colleague Will Experience

Your colleague will receive an invitation email. Here is what they need to do.

Step 1: Accept the Invitation

Your colleague clicks the link in the invitation email. They are taken to a page that shows your organization name, their pre-filled email address, and a password field.

They enter a password and click Continue to proceed.

Step 2: Set Up Their Password

They are then taken to the Set your password page, where they choose a strong password following the same requirements outlined in Step 3: Set Your Password above.

After clicking Set Password & Continue, their account is created and they can log in to phyHUB immediately with the roles you assigned.

Note

Users cannot create an account on their own. If someone tries to go to the phyHUB login page and sign up without an invitation, they will not be able to join your organization. All access must be granted through the invitation process described here.

Part E: Managing Users Over Time

Reassigning or Adding Roles to an Existing Member

You can change a member’s roles at any time from the Members tab.

1. Find the member in the list.

2. In the Roles column, click the dropdown (shown as + [Role Name]) to see available roles.

3. Select a role to add it. The role is assigned immediately.

4. To remove a role, click the × next to the role name in their row.

Tip

Changes to roles take effect the next time the user performs an action or refreshes their session. For time-sensitive changes, ask the user to log out and log back in.

Blocking a Member

Blocking a member immediately prevents them from logging in to phyHUB, without permanently deleting their account. This is useful if someone is temporarily away, on leave, or if you need to suspend access while reviewing an issue.

1. Go to the Members tab.

2. Find the member you want to block.

3. Click Actions in their row and select the option to block them.

4. Their status will change from Active to Blocked.

To restore access, follow the same steps and choose to unblock them.

Removing a Member

If someone leaves the company or no longer needs access, you can remove them from your organization entirely via the Actions menu in the Members tab.

Note

Only the Organization Admin (or a User Admin) can block, unblock, or remove members.

Troubleshooting

The verification email never arrived

• Check your spam or junk folder.

• Make sure the email address you entered during registration was correct.

• Some corporate email systems have strict filtering rules. Ask your IT department to whitelist emails from phyHUB’s sending domain.

• If none of these help, contact the phyHUB support team to resend the verification email.

A colleague’s invitation link has expired

Invitation links are valid for a limited time. If your colleague clicks the link and sees an error saying it has expired:

1. Go to the Invitations tab in your dashboard.

2. Locate the expired invitation in the Pending Invitations list.

3. Cancel the old invitation if it is still visible, then send a fresh one by filling in their email address again.

A colleague says they cannot log in after accepting the invite

1. Check the Members tab to confirm their status shows as Active (not Blocked).

2. Confirm they are using the same email address the invitation was sent to.

3. Ask them to use the Forgot Password option on the login page to reset their password if they are unsure.

A colleague says they can log in but cannot access certain features

This is almost always a role issue. Go to the Members tab, find the colleague, and check which roles are currently assigned to them. Ensure the correct roles are set for what they need to do.