User Management
Invite people, set their roles, assign them to departments and teams, and turn access on or off — all from one place. Admin access is required.
To open it, go to Organization → Users.
Only administrators can manage users. If you don't have admin access, this screen shows an Access Denied message ("You need admin privileges to manage users.").
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, or Executive |
| 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 | A system-managed state for accounts that haven't finished setup yet. |
| 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. |
| Initial Password | Yes | A starting password. It must be at least 10 characters and include an uppercase letter, a lowercase letter, a number, and a special character. The user can change it after their first login. |
| 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, or Executive (see below). |
The form reminds you: "The user will be able to login immediately with the email and password provided."
Share the First Steps guide with new users so they know how to get started.
Understanding Roles
Choose the right role for each user. Roles are Member, Admin, and Executive.
| 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 |
Be careful with the Admin role. Admins can manage all users, settings, and content. Give it only to people who truly need it.
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 — switch between Member, Admin, and Executive.
Click Save Changes to apply.
The panel also shows a read-only Assistant Access preview — the assistants this user can reach, based on their role and department — and an activity summary with their Last Active time. These are for reference only.
A person's name is set when you invite them and isn't edited from this panel.
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.
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 |
| Change a role | Organization → Users → click the user → set Role → Save Changes |
| 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.
- Share login details securely — avoid sending initial passwords in plain email where you can.
- 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.