Managing Users in TerraFlow Data Engine

Learn how to add users, assign roles, and manage user access in TerraFlow Data Engine.

Time needed: 1-3 minutes per user

Before you start:

  • Log in to TerraFlow Data Engine at https://app.terraflow.ca
  • Verify you have Organization Administrator privileges
  • Have the new user's name and email address ready
  • Understand which role the user needs (Administrator, Collector User, Office User or Viewer)
  • Know your organization's purchased user limit

Step 1: Access the User Management Page

Navigate to the user management area in Data Engine.

  1. Log in to TerraFlow Data Engine at https://app.terraflow.ca
  2. Click Users at the top of the screen

The Users page displays all current users, their roles, and status. Only Organization Administrators can access this page.

Step 2: Add a New User

Invite new team members to TerraFlow and assign their access level.

  1. Click Add User
  2. Enter the user's name
  3. Enter the user's email address
  4. Select the appropriate Role (see Step 3 for role descriptions)
  5. Click Save

The system will automatically send an email to the user with a secure registration link. The user must click this link to complete their account setup and create a password.

Users won't have access until they complete the registration process through the email link. Ask them to check their spam folder if they don't receive the invitation.

Step 3: Understanding User Roles

Choose the role that matches the user's responsibilities and access needs.

Organization Administrator

Full system access for managing the organization and all data.

Permissions:

  • Invite and manage users
  • Add and delete projects
  • Modify projects and settings
  • Modify jobs
  • Create and modify sketches
  • Create maps
  • Export data
  • Use any Mapper product in the field (TerraFlow Mobile, Pole Mapper, Sensor Mapper, Surface Mapper)

Assign this role to managers, supervisors, or IT administrators who need complete control over the TerraFlow system.

Collector User

Field-focused access for data collection and basic data management.

Permissions:

  • Use any Mapper product in the field
  • Create and modify sketches
  • Create maps
  • Export data

Cannot:

  • Invite users or manage user accounts
  • Add, delete, or modify projects
  • Modify jobs

Assign this role to field technicians, surveyors, and crew members who primarily collect data using mobile devices.

Office User

Office-focused access for data analysis and reporting without field collection capabilities.

Permissions:

  • Create and modify sketches
  • Create maps
  • Export data

Cannot:

  • Use Mapper products in the field
  • Invite users or manage user accounts
  • Add, delete, or modify projects
  • Modify jobs

Assign this role to office staff, analysts, or managers who work with data but don't perform field collection.

Viewer User

Office-focused access for data analysis and reporting without field collection or editing capabilities.

Permissions:

  • Print maps
  • Export data

Cannot:

  • Use Mapper products in the field
  • Invite users or manage user accounts
  • Add, delete, or modify projects
  • Add, delete or modify sketches
  • Modify jobs

Assign this role to office staff, analysts, or managers who work with data but don't perform field collection.

Step 4: Disable or Delete Users

Manage inactive users or remove access while preserving their account information.

Disabling Users

Best for: Temporarily removing access (employees on leave, seasonal workers, suspended accounts)

To disable a user:

  1. Navigate to the Users page
  2. Locate the user you want to disable
  3. Click the Disable button or toggle switch for that user

What happens:

  • User cannot submit data through Mapper products
  • User cannot access app.terraflow.ca
  • User remains in the system with all their data intact
  • User can be easily re-enabled later
  • Frees up one slot in your purchased user limit

Use disable for temporary situations. The user's historical data and project associations remain intact.

Deleting Users

Best for: Permanently removing users who have left the organization or no longer need access

To delete a user:

  1. Navigate to the Users page
  2. Locate the user you want to delete
  3. Click the Delete button for that user

What happens:

  • User is removed from the active Users page
  • User cannot submit data or access Data Engine
  • User's data remains in the system
  • Frees up one slot in your purchased user limit
  • User can be restored later if needed

To restore a deleted user:

  1. On the Users page, toggle on Include deleted
  2. Locate the deleted user in the list
  3. Click Un-delete to restore their account

Deleting a user doesn't delete their collected data—it only removes their login access.

Troubleshooting

"Add User" button is disabled or not visible?

  • Verify you're logged in as an Organization Administrator
  • Check that you haven't reached your purchased user limit
  • Contact support@terraflow.ca to increase your user limit if needed
  • Ensure you're on the Users page (not in a project or other section)

User didn't receive the invitation email?

  • Verify the email address is correct (check for typos)
  • Ask the user to check their spam or junk folder
  • Check that your organization's email system isn't blocking emails from TerraFlow
  • Resend the invitation by deleting and re-adding the user
  • Contact support@terraflow.ca if emails continue to fail

User can't complete registration?

  • Ensure they're clicking the link in the original invitation email
  • Check that the registration link hasn't expired (links expire after 7 days)
  • Resend the invitation if the link is expired
  • Verify they're using a supported web browser
  • Have them try an incognito/private browsing window

Can't assign the role I need?

  • Verify you're selecting from the four available roles (Organization Administrator, Collector User, Office User or Viewer)
  • If none of these roles fit, contact support@terraflow.ca to discuss custom permissions
  • Review role descriptions to ensure you're choosing the most appropriate option

User shows as disabled but should be active?

  • Check if the user was accidentally disabled
  • Click Enable or toggle to re-enable the user
  • Verify you haven't exceeded your user limit
  • The user may need to log out and back in after being re-enabled

Can't find a deleted user to restore?

  • Ensure Include deleted toggle is turned on
  • Use the search function to locate the user by name or email
  • Deleted users are removed from the default view but can always be restored
  • Contact support@terraflow.ca if you need help locating a deleted user

Reached user limit and can't add more users?

  • Disable or delete inactive users to free up slots
  • Review your current user list for accounts that can be removed
  • Contact support@terraflow.ca to purchase additional user licenses
  • Consider which users truly need active accounts

Tips for Success

  • Right role, first time: Choose roles carefully based on job responsibilities to avoid frequent changes
  • Organization Administrators: Limit this role to trusted personnel who need full system access
  • Seasonal workers: Use disable/enable for workers who return periodically rather than deleting
  • User limit management: Regularly review and disable inactive users to stay within your license limit
  • Email accuracy: Double-check email addresses before sending invitations to avoid failed registrations
  • Onboarding process: Have new users complete registration immediately while the invitation is fresh
  • Document roles: Maintain a list of who has which role for audit and management purposes
  • Security best practice: Remove access promptly when employees leave or change roles
  • Bulk changes: If you need to add many users at once, contact support@terraflow.ca for assistance
  • Role changes: If a user's responsibilities change, update their role rather than creating a new account
  • Communication: Inform users when you send invitations so they know to expect the email

Related Articles

Need more help? Contact TerraFlow Support at support@terraflow.ca