Open Settings → Team & Permissions. Access should follow job responsibility, not convenience.
Access review
- Identify the person and the work they must perform.
- Choose the smallest role or permission set that enables that work.
- Pay particular attention to Settings, payments, Billing, user administration, and pricing activation actions.
- Save, then verify the result using an appropriate test account or with the user present.
- Revisit access when a person changes responsibilities or leaves the organization.
Never share a user account to bypass a missing permission. Shared accounts weaken auditability and make it harder to remove access safely. If a user can’t sign in, follow Sign in with a passkey, single sign-on, or an emailed code or send them sign-in instructions as described below.
When a user must sign in again
Staff sign in with a passkey, with Google or Microsoft where your company uses them, or with a 6-digit code sent by email. There are no passwords and no separate two-factor step. A sign-in is remembered on that browser or device for up to 30 days; there is no Remember me option, and continued activity does not extend that limit. Signing out, a revoked session, a change to the organization’s sign-in policy, or the organization’s session settings can end a session sooner.
An expired session requires a fresh sign-in; it does not by itself change the person’s role, memberships or passkeys. After signing in, reopen the work and confirm what was saved before repeating a booking or payment action.
If sign-in succeeds but an area or action is still unavailable, review the user’s assigned role and the organization they are working in. If sign-in repeatedly fails, record the time and non-sensitive error message for OpenLimo Support instead of broadening the user’s permissions.
Your organization’s sign-in policy
Each organization has a sign-in policy for staff and drivers: any method, the default; a passkey or single sign-on required, where people create a passkey after their first code sign-in and codes are then refused; or a passkey or single sign-on only, where no code is emailed and a lost passkey needs a temporary access pass. Organizations that previously required two-factor authentication now require a passkey or single sign-on. The policy can’t be changed in Backoffice; contact OpenLimo Support to change it or to get a temporary access pass.
Send sign-in instructions and review sign-in history
The user list’s Status column distinguishes Active and Blocked. Open a user and select Security & Sign-in. Under Account recovery, Send sign-in instructions emails the user How to sign in to OpenLimo: sign in with their email and an emailed code, then set up a passkey. There is no password to set and no reset link. Confirm the intended account before sending. It replaces the former Reset password and Reset MFA actions.
Under Sign-in activity, expand an authentication-history row for its application, session and Verification details. Code sign-ins show Email code; records from before the change can show Password or Email recovery. Last login records sign-in; Last active records foreground activity separately. History can be incomplete or unavailable, and Not recorded does not mean Never. Team/driver history is scoped to the current organization; your own My Profile history can cover OpenLimo sign-ins across organizations.
Sessions and new-device emails
Each person reviews their own sessions in My Profile → Security → Active sessions. Review lists each browser and device, with Revoke for one session and Revoke all others for every session except the current one. Sign-in methods → Manage opens the person’s OpenLimo account, where Where you’re signed in offers Sign out and Sign out everywhere else.
When an account signs in from a browser or device it hasn’t seen before, OpenLimo emails the person New sign-in to your OpenLimo account with the browser, operating system and time, at most once a day per browser. Its Review your sign-ins button opens the session list. If a sign-in wasn’t theirs, ask them to sign out everywhere else and tell you, then review their access.