User Management

Add, edit, and manage users across your organization. Admin access required.

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Inviting a New User

1. Go to Organization → Users
2. Click "Invite User"
3. Fill in the required fields:
   • Email — the user's login email address
   • First Name and Last Name
   • Password — set an initial password (the user can change it later)
   • Role — choose the appropriate role (see below)
   • Department — assign to their department
   • Team — assign to a specific team within the department (optional)
4. Click "Invite"

The user can immediately log in with the credentials you provided.

tip

Share the First Steps guide with new users so they know how to get started.

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Understanding Roles

Choose the right role for each user:

Role	Best For	Key Capabilities
Member	Regular employees	Chat, own tasks, personal documents, projects
Executive	Leadership, directors	Everything Member can do + Dashboard + Analytics
Admin	IT administrators, platform managers	Full access to everything

caution

Be careful with the Admin role. Admins can access all data, manage all users, and change all settings. Most organizations need only 1-3 admins.

For a detailed permissions breakdown, see Roles & Permissions.

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Editing a User

1. Go to Organization → Users
2. Click on the user you want to edit
3. You can change:
   • Name (first and last)
   • Role (Member, Executive, Admin)
   • Department assignment
   • Team assignment
4. Save changes

Changes take effect immediately — the user's menu and access update on their next page load.

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Deactivating a User

When someone leaves the organization:

1. Go to Organization → Users
2. Find the user
3. Click delete or deactivate
4. Confirm

What happens when a user is deactivated:

• They cannot log in anymore
• Their past work remains — tasks, comments, documents, and conversations are preserved
• Their tasks can be reassigned to another person
• Their documents remain at their current access level

info

Deactivation is safer than deletion. It preserves the person's contributions while preventing access.

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Quick Reference

Task	Steps
Add a user	Organization → Users → Invite User
Change role	Organization → Users → Click user → Edit role → Save
Move department	Organization → Users → Click user → Change department → Save
Remove a user	Organization → Users → Click user → Delete → Confirm

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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 departments cannot see department-scoped tasks, documents, or assistants
• Share login credentials securely — do not send passwords in plain email if possible
• Audit your user list quarterly — remove accounts of people who have left
• Use Executive for leadership — they get dashboards and analytics without the risk of full admin access
• Set initial passwords that must be changed — instruct users to change their password on first login