How do I add a user to my company's Ascen account?

Last updated: September 21, 2026

Applies to: staffing Partners who need to give a colleague access to their own Ascen account — a recruiter, a payroll or finance person, or someone who only needs to approve timesheets. Adding a worker is a different process: see How to invite and onboard a new contractor.

Summary: Team access is managed on the Team page in your Ascen account. Anyone with the Owner or Manager role can invite a colleague by email, choose one role for them, and the new user gets an email inviting them to set a password. Each person has exactly one role at a time, and every login needs its own unique email address.

How to invite someone

  1. Log in at app.ascen.com and open the Team page.

  2. Click Invite New User. If you cannot see this button, your role does not allow it — see "Who can add or change users" below.

  3. Enter their email address (required), plus first name, last name and phone number.

  4. Choose a role from the dropdown. Each option shows a short description of what it covers.

  5. Click Invite User. This creates the account and emails them a link to set a password and claim it.

Until they claim the account, their row on the Team page shows an Invite button you can click to resend the email. That is the first thing to try when someone says they never received it.

Choosing a role

A user has exactly one role, and it decides what they can see and do. The roles available to a Partner account are:

  • Owner — broadest access to your own account, including managing your team.

  • Manager — team management and day-to-day oversight.

  • Finance — billing, invoices and financial operations; mostly read-only elsewhere.

  • Recruiter — recruitment operations: contractors, clients and assignments.

  • Recruiter + Payroll — recruitment plus payroll handling.

  • Sourcer — sourcing only.

  • Timesheet Only — limited to entering and viewing timesheets. This is the one to use for a client-side contact or a site supervisor who should approve time and nothing else — see Can a timesheet approver see pay and bill rates?.

There is no way to build a custom permission set, and access cannot be granted page by page or field by field. If none of the roles is quite right, pick the narrowest one that still lets the person do their job and tell us what is missing — that is useful feedback.

The Admin role you may see referenced is full platform administration and is held only by Ascen staff. It cannot be granted from your Team page.

Who can add or change users

  • Inviting a new user — Owner or Manager.

  • Changing someone's role — Owner. Click the value in the Role column on the Team table to change it; it saves immediately.

  • Deactivating someone — Owner. Use the toggle in the Active column; you will be asked for a reason. A deactivated user cannot log in, and their history stays intact.

  • Resending an invite — Owner, Manager, Recruiter or Recruiter + Payroll.

  • Viewing the team list — most roles can see who is on the team even if they cannot change it.

  • Nobody can edit their own role, including an Owner. Ask a colleague who is an Owner, or email us.

If a button or menu item you expect is missing, the most likely explanation is a role restriction rather than a fault — check the person's role first.

One email address per login

Every login on the platform is tied to its own unique email address, and this catches people out in one specific situation: when the same person needs to be both a worker and a user of your account. If you place one of your own staff on an assignment and they also need to log in to your Partner account to do their job, that is two separate accounts, and they need two different email addresses — typically their personal address for the worker account and their work address for the Partner user account.

The same rule applies when you set up your own company as a client: use an address different from your Partner login. See How do I onboard contractors without entering a Client?.

If someone already exists on the platform and you are not sure whether they need a second account or an existing one adjusted, ask us before creating anything — duplicate records for the same person are much easier to prevent than to unpick.

Things the Team page does not cover

If something is not working

For a colleague who cannot log in, has not received an invite after a resend, needs a role that does not seem to exist, or needs an account changed that you cannot change yourself, email support@ascen.com with their name, their email address and what they need to be able to do.

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