Using the Directory

How to manage all the users in your Ninety account.

Written by Tommy Mains

Updated at May 6th, 2025

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Table of Contents

What Is the Directory? Adding and Inviting Users to Your Account Creating a New Team Adding Users to a Team Removing Users from a Team Invite Your Coach Delete or Deactivate a User Changing a User's Permissions Role Editing User Information After Sending Invitations Inviting Users from Another Company Using Ninety Frequently Asked Questions (FAQs)

What Is the Directory?

Our Directory tool is the central location to manage all the users on your Ninety account. Use the Directory to:

  • Add users to Ninety
  • Change user roles and permissions
  • Assign users to teams
  • Deactivate users (remove their paid license)
  • Delete users (remove them from your account)
  • View user bios

 

Adding and Inviting Users to Your Account

Adding and Inviting Users to Your Account

 

To add a new user to your account:

  1. Click Add Teammates from the left navigation.
  2. Select the user's role from the Role access dropdown.
  3. Add an email address for any user requiring a paid license.
  4. Select their team(s) in Ninety with the Team(s) dropdown.
  5. Click [ Add another user] to continue or [Add teammates] to complete this action.

To add several users at once, use our import users option.

New users will need to activate their accounts. Have the new team member check their email for the link to activate their account (from helpful@ninety.io).

 

Invited users need to accept the invitation from an email. Have the new team member check their email for the link to activate their account (from helpful@ninety.io). Users with a role above Team Member, Manager, Admin,or Owner require a license.

📖 Review this article to learn more about how to add licenses.

 

 

How to Activate an Inactive User

To activate a user with the Inactive role:

  1. Click Directory from the left navigation.
  2. Click the [Invite to Ninety] button on the right side of the user's row.
  3. Select a role from the Role access dropdown.
  4. Add the user's email address.
  5. Select their team(s) in Ninety with the Team(s) dropdown.

 

Role Access Breakdown

When adding a new user, you'll select their user role. Owners, Admins, Managers, and Team Members require a paid license. Here's a brief description of each user role.

Owner Can view and edit company settings and all items within public and private teams. Is the only user who can delete the company account.
Admin Can view and edit company settings and all items within public and private teams.
Manager Can view and edit all items within their assigned teams. Can invite users and create new teams.
Team Member Can view and edit all items within their assigned teams.
Inactive Does not have access to Ninety but can be assigned a Seat on the Org Chart.
Observer Has view-only access to items within assigned teams. Cannot own items such as Rocks, Issues, or To-Dos.
Coach Can view and editing the entire company account. Cannot own items such as Rocks, Issues, or To-Dos.

 

Updating an Email Address

Only users can change or update their email address in Ninety.

To update your email address:

  1. Click your name at the bottom of the left navigation.
  2. Click User Settings.
  3. Click the Contact tab.
  4. Update or add a new email address (including the type: Main, Personal, or Work).

 

Re-Inviting Users

To resend the invitation email required to activate a user's account, click the Resend Invite button on their row in the Directory.

If they've checked their spam folder and still can't find the email, double-check the email address before contacting our support team with the chat bubble on the bottom right of your screen.

 

Creating a New Team

Creating a New Team

Ninety is built for teams. Each team in Ninety has its own page in each of our main tools:

  • My 90
  • Insights
  • Data
  • Rocks
  • To-Dos
  • Issues
  • Meetings
  • Headlines
  • Vision

Teams of two users also have a page in the 1-on-1 tool for meetings between a team leader and a team member. To create a new team or edit existing teams, users must have the role of Owner, Admin, Manager, or Coach.

 

Video Overview

Watch the video below for an overview of adding users to teams on Ninety.

 

How to Create a New Team

To create a new team:

  1. Click your name at the bottom of the left navigation.
  2. Click Company Settings or Teams.
  3. Click Create Team.
  4. Write the Team's Name.
  5. Click Add.

 

 

Selecting the Team's Type

After creating the Leadership Team, each team starts as a departmental team. Learn more about team types below.

Leadership Team

Each organization in Ninety has one Leadership Team (LT). The LT creates the organization's Vision, so they're the only team that can edit the Core Values, Purpose/Passion/Just Cause, Compelling and Audacious Goals, and Go to Market Strategy.

The LT can also create Company Rocks to track quarterly goals the whole organization is working toward.

 
 

Departmental Team (Default)

Departmental teams have the same functionality as the LT, but they cannot edit the organization's Core Values, Purpose/Passion/Just Cause, Compelling and Audacious Goals, or Go to Market Strategy.

They can create their own Vision to align team members around a shared vision, track long-term goals, and document long-term Issues. 

 
 

Project Team

Project teams have the same functionality as department teams, except they do not have a Vision. These teams are often formed for a specific interdepartmental purpose.

To turn a team into a Project team:

  1. Click your name from the left navigation.
  2. Click Company Settings.
  3. Click Teams.
  4. Click the square box in the Project column on the intended team.
 
 

Private Team

Private teams are often used for one-on-one feedback meetings between a team leader and their direct reports. Since they're private, only the members assigned to the team can view the content within.

Owners and Implementers still retain viewing privileges for private teams.

 

To turn a team into a Private team:

  1. Click your name from the left navigation.
  2. Click Teams from the popup.
  3. Click the square box in the Private column on the intended team.
 
 

 

Adding Users to a Team

Adding Users to a Team

Once a user is assigned to a team, other team members can assign them Rocks, To-Dos, and Issues. Follow these steps to add users from your Directory to an existing team.

For Owners, Admins, or Coaches:

  1. Click your name from the left navigation.
  2. Click Teams from the popup.
  1. Click the team to which you want to add members.
  2. Click the profile icon () next to “Team Members” in the team's details panel.
  3. Type the name (s) of the user(s) to add.
  4. Click the box next to the user(s) you wish to add.
  5. Click Ok.

 

For Owners, Admins, Coaches, or Managers:

  1. Click Directory from the left navigation.
  2. Locate the user you wish to add to a team.
  3. Click on their Teams dropdown and choose the team to add them to.
  4. Click Ok.

 

Removing Users from a Team

Removing Users from a Team

To remove a user from a team, follow the directions below. To learn how to remove a user from Ninety, click here.

For Owners, Admins, or Coaches:

  1. Click your name from the left navigation.
  2. Click Teams from the popup.
  3. Click the team from which you want to remove members.
  4. Click the trashcan icon next to the team member to remove in the pop-up window.

 

Invite Your Coach

Invite Your Coach

Only an Owner role can invite a coach to their Ninety account. You can also change any current user to a coach (more below).

  1. Navigate to the Directory on the left main navigation.
  2. Click Add People. 
  3. Ensure Invite to Company is selected.
  4. Fill out the required information (First Name, Last Name, and Email).
  5. Choose the Coach Role on the corresponding dropdown menu.
  6. Click the Invite to Company button at the bottom of the pop-up menu.
     

Selecting the Implementer role grays out the Teams field because that role has access to all teams.

 

 

Coach Permissions in Ninety

The Coach role has similar access to Admins.

Here is a summary of their permissions:

  • Edit all teams
  • Invite users
  • Control Billing (adding a credit card and updating subscriptions)
  • Add/Create any content
  • Start meetings
  • View Feedback Discussions

However, Implementers cannot be assigned content (Rocks, To-Dos, Issues, and so on).

Permission Details for Each Tool

Data

 
 

Rocks

 
 

To-Dos

 
 

Issues

 
 

Meetings

 
 

Vision

 
 

Org Chart

 
 

1-on-1

 
 

Process

 
 

Directory

 
 

Mastery

 
 

Surveys

 
 

Settings

 
 
 

 

Updating an Existing User to Coach

  1. Navigate to the Directory on the left main navigation.
  2. Find the person in your Directory to become your Coach.
  3. Click on their current role in the Role column.
  4. Click on Coach from the dropdown menu.
     

Note: Once someone has the Implementer role, they cannot be assigned to any teams and will be removed from any teams they were on previously. Their role gives them access to view and edit all teams on your account.

 

 

Delete or Deactivate a User

Delete or Deactivate a User

If a user no longer needs access to Ninety, you can either deactivate or delete their profile from the Directory. 

 

Deactivating Users

Deactivating a user changes their user role to Observer. Follow these steps to deactivate a user:

  1. Click Directory from the left navigation.
  2. Click their name (you may need to search for them first).
  3. Click Deactivate User.

Result: Their name is still on the Directory, they can view their team's tools, and they're visible as an option for Seats on the Org Chart. You can reassign their license or change your license account.


Deleting Users

Deleting a user completely removes them from your account, so they no longer have a login and are not seen on the Directory. Follow these steps to delete a user:

  1. Click Directory from the left navigation.
  2. Click their name (you may need to search for them first).
  3. Click Delete User.
     

Result: Their name is removed from the Directory completely. You can reassign their license or change your license account.

 

What Happens to a Deleted/Deactivated User's Content?

All incomplete items (Rocks, To-Dos, Issues, and Headlines) remain on the team it's assigned to, so other team members can reassign them. All archived content will remain in the archive still owned by the previous user.

 

 

Changing a User's Permissions Role

You can change the user role for anyone with the same role or one lower than yours. For example, Admins can change to user role of anyone except Owners.

To change a user's role:

  1. Click Directory from the left navigation.
  2. Locate the intended user (you may need to search for them first).
  3. Click the dropdown in the Role access column.
  4. Select the desired user role.

 

Editing User Information After Sending Invitations

If an invitation is pending (it has been sent but not yet accepted), the inviter can modify the new user's details. To do this, the user who sent the invitation should:

  1. Click Directory from the left navigation.
  2. Click on the pending user's name to open their information menu.
  3. Click the pencil icon in the top right corner to edit their information.
  4. After making changes, click the checkmark to save.

After a new user accepts their invitation, they gain full control over editing their personal information.

 

Inviting Users from Another Company Using Ninety

If you invite a user who already exists within another company on Ninety, the inviter cannot edit that user's information. The user's details are managed by the individual or their original company.

Incorporating this information will provide clarity on user information management during the invitation process.

 

Frequently Asked Questions (FAQs)

How do I change a user's team or Role after they've been invited?

Use the dropdown next to their name on the Directory page.

 
 

How do I invite the user if I do not see Invite or Re-invite in the Directory?

If the Directory does not show Invite or Re-invite, then the person is already an active use

 
 

What does it mean if a user is Directory-only?

This is a free user and can be or has been put on a team and assigned a role by a Manager. This user can't be assigned content.

 
 
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