User Management
Invite people, set their roles, assign them to departments and teams, and turn access on or off — all from one place.
To open it, go to Organization → Users.
:::info Who can use this By default this page is open to Admins. Your organization can also give it to other people through a custom role — see Roles & Permissions. Without access, the screen shows an Access Denied message ("You need admin privileges to manage users.").
Viewing the list, inviting, editing, removing, managing a person's photo, the sign-in help options and giving assistants are each allowed separately. With a custom role you may therefore see only some of the controls described below — the others are hidden or disabled. :::
The Users Page
The Users page lists everyone in your organization, with the subtitle "Manage team members and their access."
At the top you'll find:
- Refresh — reload the list to see the latest changes.
- Invite User — open the form to add a new team member.
Filters
Use the filters row to narrow the list:
| Filter | What it does |
|---|---|
| Search users... | Find people by name or email |
| Department | Show a single department, or All Departments |
| Role | All Roles, Member, Admin, Executive, or Restricted |
| Status | All Status, Active, Inactive, or Pending |
The user list
Each row shows the person's name and email, their Department, Role, Status, and when they were Last Active. Click any row to open that user's detail panel.
The list is shown a page at a time, with page navigation at the bottom.
User Statuses
Every user has a status shown as a colored badge:
| Status | What it means |
|---|---|
| Active | The user can log in and use the platform. |
| Inactive | The user can't log in. Their past work is preserved. |
| Pending | The person has been invited but hasn't activated their account yet. It becomes Active once they set their password with the activation code. |
| Suspended | A system-managed state; the user can't log in. |
You can switch a user between Active and Inactive yourself. Pending and Suspended are managed by the system — the status control is locked when a user is in one of those states.
Inviting a New User
- Go to Organization → Users.
- Click Invite User.
- In the Invite New User form, fill in the fields below.
- Click Create User.
| Field | Required | Notes |
|---|---|---|
| Full Name | Yes | The person's name, entered as a single field. |
| Email Address | Yes | The email they will use to log in. |
| Department | No | Assign the user to a department, or leave it as No department. |
| Sub-department | No | Appears only when the chosen department has sub-departments. |
| Teams | No | Appears only when the chosen unit has teams. You can add more than one; selected teams appear as chips you can remove. |
| Role | Yes | Choose Member, Admin, Executive, or Restricted (see below). |
There is no password field. The form explains why: "You will get a one-time activation code to pass on. They choose their own password with it — you never see or set it."
Passing on the activation code
As soon as you click Create User, a dialog titled "{name} is invited" shows a 6-digit Activation code and the date it is valid until.
- Give the code to the new person — read it out, or click Copy code and send it through a channel you trust.
- Tell them to open Arketic AI, click Forgot your password? on the sign-in screen, and enter the code there. They choose their own password, and that activates the account. The steps are in Login.
- Click Done to close the dialog.
Arketic AI also emails the code to the new person when it can — but treat the code on your screen as the one to pass on.
The code is shown once. Clicking outside the dialog doesn't close it — only Done does — and it won't appear again afterwards. If the code is lost, issue a new one from the person's detail panel (see Helping Someone Sign In).
Until the person uses the code, their status is Pending.
Share the First Steps guide with new users so they know how to get started.
Understanding Roles
Choose the right role for each user. Every person has one primary role, picked from four system roles: Member, Admin, Executive, and Restricted.
| Role | Best for | Access |
|---|---|---|
| Member | Regular employees | Can access assigned assistants and documents |
| Admin | IT administrators, platform managers | Can manage users, knowledge base, and assistant permissions |
| Executive | Leadership, directors | Full access to all features and analytics |
| Restricted | Accounts that should start with nothing | No default access — grant via custom roles |
Be careful with the Admin role. Admins can manage all users, settings, and content. Give it only to people who truly need it.
If none of the four fits, build a custom role and add it to the person as an additional role — see Additional roles below. For a detailed permissions breakdown, see Roles & Permissions.
Editing a User
Click any user in the list to open their detail panel, where the header shows their name and email.
You can change:
- Status — switch between Active and Inactive (see Activating and Deactivating).
- Department — reassign the user, and pick a Sub-department or Teams when the chosen department offers them.
- Role — the person's primary role: Member, Admin, Executive, or Restricted.
Click Save Changes to apply. If you aren't allowed to edit people, the button is disabled and shows "You don't have permission to edit users" when you point at it.
Profile photo
Under the person's avatar, Upload photo lets you set their photo (JPG, PNG or WebP, up to 5 MB); it is saved straight away. Once a photo exists, Remove deletes it after you confirm Remove avatar?.
Additional roles
Below the primary role, the Additional roles section lets you add custom roles on top of it. The person's access becomes the combination of all their roles.
- Pick a role from Add a role… to add it. A person can hold up to 4 additional roles.
- Only custom roles can be added here. The system roles (Admin, Executive, Member, Restricted) are set as the primary role above.
- Click the x on a role to remove it; you are asked to confirm.
Adding or removing an additional role signs the person out. They need to sign in again for the change to take effect.
You create custom roles in Settings → Roles & Permissions — see Roles & Permissions.
Assistant access
The Assistant Access section lists every assistant the person can reach and shows, with a badge, where each one comes from:
| Badge | Meaning |
|---|---|
| Everyone | The assistant is open to the whole organization |
| Department | The assistant is allowed for the person's department |
| Given directly | Someone gave this assistant to this person. The row also shows "until {date}" or "no expiry" |
To give the person one more assistant:
- Click Give another assistant.
- Under Access for, pick No expiry, 1 day, 7 days, 30 days or 90 days.
- Search for the assistant and click it. The access is given at once.
To take one away, click the x on a Given directly row and confirm Remove this assistant?. Only assistants given directly can be removed here; the panel explains: "The rest come from the organization or their department, and change when those do." To change those, edit the assistant's organization-wide setting or the department's allowed assistants — see Departments.
Assistant changes are saved immediately — they don't wait for Save Changes.
Below it, Activity Summary shows the person's Last Active time for reference.
A person's name is set when you invite them and isn't edited from this panel.
Helping Someone Sign In
People can reset a forgotten password themselves with Forgot your password? on the sign-in screen (see Login). When that isn't enough — no email arrives, an invitation code was lost — open the person's detail panel. The options sit under their photo.
| Option | Shown for | What it does |
|---|---|---|
| Issue recovery code | People who have already activated their account | Gives you a 6-digit code to pass on. The person enters it under Forgot your password? and chooses a new password. Their current password keeps working until they do |
| Issue a new activation code | Pending people | Replaces the invitation code. The panel notes: "This invitation hasn't been accepted yet. A new code replaces the old one." |
| Reset password instead | People who have already activated their account | After you confirm, replaces the person's password with a temporary one and signs them out everywhere. You pass the temporary password on |
A code or temporary password appears in the panel once, with a Copy button. For a code, the panel also shows until when it is valid: a recovery code lasts only a few minutes, an activation code several days. Click Done when you have passed it on.
Prefer Issue recovery code. The person still chooses their own password, so nobody else ever knows it. Use Reset password instead only when they need to be locked out of their current sessions right away.
These options aren't shown on your own account. If you issue codes or resets for the same person too often, Arketic AI asks you to wait a few minutes before the next one.
Activating and Deactivating
Deactivating is the safe way to cut off access when someone leaves or goes on extended leave — it keeps their work intact.
To deactivate a user:
- Open the user from the list.
- Set Status to Inactive.
- Click Save Changes.
The user can no longer log in, but their tasks, documents, and conversations are preserved. To restore access later, set the status back to Active.
Arketic won't let you deactivate, or lower the role of, the last Admin in your organization. The save is refused with "The last administrator cannot be removed."
Deactivation is safer than removal. It preserves the person's contributions while preventing access, and it can be reversed.
Removing a User
Removing a user is permanent and cannot be undone. Use it only when you're sure the account should be gone for good — otherwise prefer deactivation.
- Open the user from the list.
- Click Remove User.
- In the confirmation dialog ("Are you sure you want to remove {name}? This action cannot be undone."), click Remove User again.
Removal cannot be undone. If you might need the account again, deactivate it instead.
Quick Reference
| Task | Steps |
|---|---|
| Add a user | Organization → Users → Invite User → fill the form → Create User → pass on the activation code |
| Re-issue a lost invitation code | Organization → Users → click the pending user → Issue a new activation code |
| Help someone who forgot their password | Organization → Users → click the user → Issue recovery code |
| Change a role | Organization → Users → click the user → set Role → Save Changes |
| Add a custom role | Organization → Users → click the user → Additional roles → Add a role… |
| Give someone an assistant | Organization → Users → click the user → Assistant Access → Give another assistant |
| Change a person's photo | Organization → Users → click the user → Upload photo |
| Move to a department | Organization → Users → click the user → change Department → Save Changes |
| Deactivate a user | Organization → Users → click the user → Status → Inactive → Save Changes |
| Remove a user | Organization → Users → click the user → Remove User → confirm |
Best Practices
- Invite with the right role from the start — changing roles later can confuse users about what they can access.
- Always assign a department — users without a department can't see department-scoped tasks, documents, or assistants.
- Pass codes on securely — read an activation or recovery code out, or send it through a channel you trust. Never post it in a public chat or a shared document.
- Prefer deactivation over removal — it preserves a person's work and can be reversed if they return.
- Review your user list regularly — deactivate or remove accounts of people who have left.
- Keep Admins few — grant the Admin role only to the people who genuinely need full control.