Reference

User detail

One member's profile, groups, effective permissions, phones and access history — where you suspend, reactivate or remove them, and sign out and wipe a lost phone.

A member's detail page answers four questions: who is this, what can they do here, which phones hold your content for them, and what has changed about their access. Open it by selecting a person on Users (opens the admin console), or a member on a group's Members tab. All users at the top takes you back to the list.

Everything on the page can be seen by anyone who reaches it; the controls only work for people with Manage users (and, for the Admin group, Manage groups). Without them the fields and checkboxes are read-only.

Header

The person's photo, display name (or email when they have none) and a status badge — Active or Suspended in your agency — then their email and a line reading Joined and Last active. Joined is when their ROK account was created, which can be earlier than the day they joined your agency.

People with Manage users see two buttons on the right: Suspend (or Reactivate) and Remove from tenant.

Suspend and reactivate

Suspend asks you to confirm, then:

Their status in your agency becomes Suspended. They keep their account, their groups and everything they wrote.
Their access to your agency stops at the database on their next request — permissions and reading your published content and files alike, even in a session they already had open — because the database counts your agency for them only while they're an active member. The operator app stops receiving your agency's updates, and each of their phones deletes your agency's content the next time it checks in with ROK.
Any other agency they belong to is unaffected.
Their seat is freed for someone else.
The change is recorded in the audit log as "Changed tenant access".

The database refuses to suspend the agency's last active holder of Manage users or Manage groups.

Reactivate has no confirmation. Their groups were never removed, so their access returns as it was — but reactivating takes a seat again, so it is refused when your plan is full.

Remove from tenant

Remove from tenant asks you to confirm, then deletes their membership of your agency and every group assignment they had in it. They lose access immediately — their phones delete your agency's content at their next check-in — and you return to the Users list. Their account, the content they wrote and any other agency they belong to are unaffected, and their seat is freed. The removal is recorded in the audit log as "Removed from tenant".

To bring them back, invite them again from Users. Because their account already exists, they are sent an invitation to accept rather than added straight back, and you choose their groups afresh. Like suspension, removing the agency's last active holder of Manage users or Manage groups is refused.

Profile

Field	Notes
Display name	Shown across the console and as the author name on content they write.
Role (display hint)	Operator, Author, Reviewer or Admin. "Cosmetic only — access comes from group membership."
Credentials	For example a qualification such as EMT-P; shown with their author attribution.
Organization	Shown with their author attribution.
Phone
Emergency contact	A name and number.

Below the fields, Password last changed shows how long ago they last changed their password, or "unknown". Save profile becomes available once you change a field; "Profile saved" confirms it.

A person has one ROK profile shared by every agency they belong to, so what you save here is what their other agencies see too. That is also why an agency can change only the fields above: their email, account status, photo and sign-in settings belong to the person, and the database refuses an edit to them from anyone but the person or ROK. They can edit most of these details themselves from Account settings. A change of role is recorded in the audit log as "Changed role" — and changes nothing about their access.

Groups

Every group in your agency is listed with a checkbox; built-in groups carry a system tag. Ticking or unticking a box saves immediately — there is no Save button — and "Group membership updated" confirms it. The database applies the change to the person's very next action.

When the database refuses a change, the box flips back and the reason appears:

Message	Why
"You can only assign groups whose permissions you already hold"	The group grants a permission you do not hold yourself.
"Only group managers can add members to the Admin group"	Adding anyone to Admin needs Manage groups.
"You cannot change your own group membership"	Nobody can add themselves to a group — ask another administrator.
"Tenant must keep at least one active holder of users.manage"	Removing this group would leave the agency with nobody able to manage users. The same applies to `groups.manage`.

Effective permissions

The union of everything this person's groups grant, sorted into Content, Taxonomy and Administration. Each permission carries a badge naming the group that grants it — via Reviewer, via Admin — so you can see at a glance why someone is able to publish, and which group to change if they should not.

The heading counts them ("9 effective permissions, granted via group membership."). Someone with none reads "No permissions — this user can only read published content on mobile." The panel follows the group checkboxes as you tick them.

Devices

Shown to people with Manage users. It lists the phones on which this person has synced your agency in the ROK app, most recently seen first — a phone they use only for another agency is not yours to see. "No devices have synced yet" means they have not signed in to the app and synced your agency on any phone.

For each phone:

the model, its operating system and version, and the ROK app version and build (with its update channel);
Notifications on or off — whether the phone can receive your push notifications;
First seen, last seen (the app's last contact with ROK) and last synced your agency;
Signed out when they have signed out of the app on it;
Wipe pending or "Wiped" with when, after a Sign out & wipe.

Sign out & wipe

For a phone that is lost, stolen or otherwise out of the person's control. Select Sign out & wipe on the phone and confirm. Then:

Straight away the person is signed out of the ROK app on that phone and it can no longer sync anything new. Their other phones and their console sign-in are not affected.
At the phone's next check-in — when the app is opened, comes back to the foreground, or receives the silent notification ROK sends now — it deletes your agency's procedures and downloaded files, the person's saved progress, and anything recorded on it but not yet uploaded (acknowledgments, checklist progress, quiz attempts). Content from any other agency on the phone is not touched.
A phone that is switched off or has no signal wipes when it next connects. Until then, what is already on it can still be read — no one can reach into a phone that is offline.

The phone then shows Wipe pending until it reports back, and "Wiped" afterwards. Both the request and the wipe are recorded in the audit log.

Activity

The audit entries in your agency where this person is the subject: groups they were added to or removed from, invitations, suspensions, password and two-factor resets, and the like. It has the same All actions filter, paging and Export CSV as the Audit log. "No activity recorded." means nothing about them has been logged in your agency.

Not on this page

Reset a password — from the ⋯ menu on their row in Users (opens the admin console).
Reset two-factor authentication for a lost phone — in Settings → Security. Wiping a phone does not remove the authenticator app on it from their account.
Delete the account — an agency can remove someone from itself but cannot delete their ROK account. The person can delete it themselves from Account settings.

See also