Users and Roles

User Roles (TMS)

Five different roles are provided that user profiles can be attributed to and two roles that functions as organizations for the sharing of resources.

User licensing information can be found here.

Individual profile types:


  • Buyer

  • Vendor

Multiple Profiles

Users can have more than one Phrase profile as long as each profile has a unique username. Translators can also work for several different agencies as Linguists and can have their own Team Start edition profile as well.

If using multiple profile, care must be taken with using the correct username and password to access a specific job. Only the profile of the user assigned a job can be used to access that job.

Consider investing in Team Start edition and acting as a Vendor so agencies can share projects or jobs.

Users Page

The Users page is accessed through either the left-hand navigation panel or clicking Users under the Administration menu in Settings Setup_gear.png.

From the Users page, Administrators and Project Managers can:

  • Create or delete users.

  • Bulk import new users.

  • Activate/inactivate users

    Active users count towards users available as per edition.

  • Edit user details, role, rights, set relevancy and other options.

    For PM users, the latest 30 created jobs are listed and for Linguist users, the last 30 jobs in Emailed, New or Accepted status.

  • Email login instructions.

  • View login history (last three months).

    login history displays logins to Editor for Web. Last login information shown when accessing a specific user's page includes profile logins from Editor for Desktop.

Create a User


Usernames must always be unique to not only the organization but to a whole data center. Do not use a deleted username when creating a new user.

The maximum length of the First name, Last name and Username fields is 255 characters.

For security reasons, the < > & % { } [ ] ^ # * $ characters cannot be used in usernames.

It is recommended to prefix usernames to ensure their uniqueness.


J. Doe of ABC Organization = ABC_j.doe.

J.Doe of DEF Company = DEF_j.doe.

To create a user, follow these steps:

  1. Click New from the Users page.

  2. Provide user information, Username, Role, Time Zone, role based options and Relevancy if required.

  3. Click Create.

    New user is added to the list on the User page.

  4. User sets a password.

Bulk Import Users

To create multiple users, an XLSX table containing user data can be imported. A pre-formatted table is available to download to help with the import. Passwords cannot be imported.

For security reasons, the < > & % { } [ ] ^ # * $ characters cannot be used in usernames.

To bulk import users, follow these steps:

  1. From the Users page, click Import.

    The Import Users window opens.

  2. Click sample XLSX file.

    The pre-formatted XLSX file is downloaded to your system.

  3. Open the XLSX file in a spreadsheet editor.

  4. Enter the following user information if available (if anything but the Username is not immediately available, it can be added manually):

    • First name

    • Last name

    • Email

    • Username

    • Role

    • Receive newsletter

    • Note

  5. Save the XLSX file.

  6. From the Import Users window, drag&drop the file into the window or click Choose File and select the file.

  7. Click Import.

    The users specified in the XLSX file are added to the Users page.

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