Users
The Users page is where you manage everyone in your organization — invite new people, place them in departments and teams, set their role, and control whether they can sign in.
Who Can Open This Page
This is what each system role gets by default:
| Role | Access to Users |
|---|---|
| Admin | Full access — view, invite, edit, and remove users |
| Executive | No access. Executives see the organization through the Org Chart instead |
| Member | No access |
| Restricted | No access |
Your organization can also open this page to other people through a custom role — see Roles & Permissions. Viewing the list, inviting, editing, removing, managing a person's photo, the sign-in help options and giving assistants are each allowed separately, so a custom role can grant only some of them — for example viewing people without being able to edit or remove them. Controls you aren't allowed to use are hidden or disabled.
If you open the page without access, you see an Access Denied message: "You need admin privileges to manage users."
The Organization group in the left menu (Org Chart, Departments, Users) appears for Admins by default. Other people see it only when a custom role gives them one of its pages, and then only those pages.
Opening the Page
Go to Organization → Users in the left menu.
At the top you'll find:
- The page title Users with the subtitle "Manage team members and their access"
- Refresh — reloads the list with the latest changes
- Invite User — opens the form for adding a new person (shown only if you're allowed to invite people)
Finding People
Search
Type in the Search users... box to match people by name or email. The search runs as you type.
Filters
Three dropdowns sit next to the search box. You can combine them with each other and with the search box.
| Filter | Options | Notes |
|---|---|---|
| Department | All Departments plus every department in your organization | Matches people assigned directly to that department and people who belong to one of its teams |
| Role | All Roles, Member, Admin, Executive, Restricted | Filters by primary role. Useful for reviewing who holds elevated access |
| Status | All Status, Active, Inactive, Pending | See the status list below |
To audit elevated access quickly, set Role → Admin and leave everything else on "All". Do the same with Role → Executive.
The Users Table
| Column | What it shows |
|---|---|
| User | Avatar, full name, and email address |
| Department | The person's most specific unit. If they belong to a team, the team name is shown (with +N when they're in more than one team). Otherwise their department name, or - if they have none |
| Role | A badge with the person's primary role: Admin, Executive, Member, or Restricted |
| Status | Active, Inactive, Pending, or Suspended |
| Last Active | A relative time such as "Just now", "5 minutes ago", "3 hours ago", "2 days ago", or a date when it's older |
Click any row to open that person's detail panel.
Status meanings
| Status | Badge | Meaning |
|---|---|---|
| Active | Green | The account can sign in and use the platform |
| Inactive | Amber | Sign-in is blocked, but the account and its history are kept |
| Pending | Blue | The person has been invited but hasn't activated their account yet. You can't switch it from the detail panel — it becomes Active when they set their password |
| Suspended | Red | Access is on hold. You can't switch this from the detail panel either |
The Status filter offers Active, Inactive, and Pending. A person marked Suspended still appears in the table with a Suspended badge — clear the Status filter to see them.
Paging through the list
The table shows 10 people per page. Under the table you'll see "Showing X of N users", plus "(filtered from M)" when a search term or filter is active, and page buttons with previous/next arrows.
When the list is empty
| Situation | What you see |
|---|---|
| Nobody has been added yet | "No users yet. Invite your first team member!" |
| Your search or filters match nobody | "No users match your filters" |
| The list couldn't be loaded | "Failed to load users" with a Try Again button |
Inviting a User
Click Invite User to open the Invite New User form ("Add a new team member to your organization").
| Field | Required | Details |
|---|---|---|
| Full Name | Yes | The person's display name, e.g. John Doe |
| Email Address | Yes | Their sign-in address, e.g. name@company.com |
| Department | No | No department, or one of your top-level departments |
| Sub-department | No | Appears only when the chosen department has sub-departments. Default: None (assign to department) |
| Teams | No | Appears only when the chosen unit has teams. Pick from Add a team… to add each team as a removable chip. Once every team is added, the dropdown shows All teams added |
| Role | Yes | Four selectable cards — see below. Default: Member |
No password to set
The form has no password field. A note in the form explains: "You will get a one-time activation code to pass on. They choose their own password with it — you never see or set it."
Role cards
| Card | Description shown on the card |
|---|---|
| Member | "Can access assigned assistants and documents" |
| Admin | "Can manage users, KB, and assistant permissions" |
| Executive | "Full access to all features and analytics" |
| Restricted | "No default access — grant via custom roles" |
Click Create User to finish.
The activation code
A dialog titled "{name} is invited" opens with a 6-digit Activation code and the date it is valid until. Read the code to the new person, or click Copy code and send it to them. They enter it under Forgot your password? on the sign-in screen and choose their own password — that also activates the account. Until then the person is listed as Pending.
Click Done to close the dialog. Arketic AI also emails the code to the new person when it can.
The code is shown once and the dialog closes only with Done. If the code is lost, open the person's detail panel and use Issue a new activation code — see Sign-in help.
Send the new person the Login and First Steps guides together with their code. Pass the code on through a channel you trust, never in a public chat or a shared document.
Roles
| Role | What they can do |
|---|---|
| Member | Chat, work on their own tasks, use their personal documents and projects |
| Admin | Everything — manage users, departments, the knowledge base, assistants, and analytics |
| Executive | Organization-wide view, including the Org Chart, where they can't change positions |
| Restricted | Nothing by default — only their own profile. Access comes from the custom roles you add |
These four are the system roles; every person has exactly one of them as their primary role. On top of it you can add up to four custom roles as additional roles. For the full breakdown of what each role can reach, see Roles & Permissions.
The Admin role can see and change all organization data and settings, including other people's roles. Assign it to as few people as possible.
Viewing and Editing a User
Click a row to open the detail side panel. The panel header shows the person's name and email.
Profile
Their avatar, a coloured status indicator (Active, Inactive, Suspended, or Pending), and "Member since" with the month and year they joined.
Under the avatar you can manage the person's photo:
- Upload photo — pick an image from your computer (JPG, PNG or WebP, up to 5 MB). The new photo is saved straight away and you'll see "Avatar updated".
- Remove — appears once the person has a photo. Confirm Remove avatar? to delete it.
People can also change their own photo from their Profile.
What you can change
| Section | What you can set |
|---|---|
| Status | Active or Inactive |
| Department | No department, or one of your top-level departments |
| Sub-department | Appears only when the selected department has sub-departments. Default None (assign to department) |
| Teams | Appears only when the selected unit has teams. Add teams from the dropdown; each one becomes a chip you can remove |
| Role | The primary role: Member, Admin, Executive, or Restricted |
| Additional roles | Custom roles added on top of the primary role, up to 4. Pick one from Add a role…; remove one with its x. Changing them signs the person out |
The Status dropdown is disabled while a person is Pending or Suspended — you can only switch between Active and Inactive from this panel. A Pending person becomes Active by themselves, when they set their password with the activation code.
Sign-in help
Under the person's photo you can help them get back in. These options are not shown on your own account.
| Option | Shown for | What it does |
|---|---|---|
| Issue recovery code | People who have activated their account | Shows a 6-digit code once. The person enters it under Forgot your password? on the sign-in screen and chooses a new password |
| Issue a new activation code | Pending people | Replaces the invitation code — "This invitation hasn't been accepted yet. A new code replaces the old one." |
| Reset password instead | People who have activated their account | After you confirm, sets a temporary password, shown once, and signs the person out everywhere |
The panel shows until when a code is valid. A recovery code lasts only a few minutes, so issue it while the person is ready to type it. For the full walkthrough, see User Management.
Assistant Access
The Assistant Access section lists every assistant this person can reach, with the total next to the heading ("{n} accessible"). A badge on each row tells you where the access comes from:
| Badge | Where the access comes from | Can you remove it here? |
|---|---|---|
| Everyone | The assistant is open to the whole organization | No — it changes when the assistant's organization-wide setting changes |
| Department | The assistant is allowed for the person's department | No — it changes when the department's assistants or the person's department change |
| Given directly | Someone gave this assistant to this person | Yes |
A row marked Given directly also shows how long the access lasts — "until {date}" or "no expiry" — and, when known, that it came "from a request" and who gave it.
If the person can't reach any assistant, the section reads "This user cannot reach any assistant yet."
To give the person another assistant:
- Click Give another assistant.
- Under Access for, choose how long the access should last: No expiry, 1 day, 7 days, 30 days or 90 days. Choose this first — the next click gives the access immediately.
- Find the assistant with Search assistants... and click it.
Only active assistants the person can't already reach are listed. When there is none left, you see "Nothing left to add — this user can already reach every active assistant".
To take an assistant away: click the x on a Given directly row and confirm Remove this assistant? — "This user will lose access to {name}, including in conversations they already have open."
These changes are saved as soon as you make them; you don't need Save Changes for them. If you aren't allowed to give assistants, you see the list without Give another assistant and without the x.
Activity Summary
Three tiles: Conversations, Documents, and Last Active. Only Last Active currently carries a value; the other two show a dash.
Saving
Click Save Changes to apply your edits to status, department, teams and role. 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.
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."
Removing a User
When someone leaves the organization:
- Open their detail panel.
- Click Remove User (shown only if you're allowed to remove people).
- Confirm in the Remove User dialog: "Are you sure you want to remove {name}? This action cannot be undone."
Removed and deactivated people can no longer sign in, but their past work — tasks, comments, and documents — stays in the system so nothing your team relies on disappears.
Remove or deactivate?
| Situation | Do this |
|---|---|
| Long leave, temporary suspension of access, or an account you're unsure about | Set Status → Inactive. Sign-in is blocked and you can switch it back to Active any time |
| The person has truly left the organization | Use Remove User |
Practical Tips
- Assign a department right away. People without a department may not see the content and assistants meant for their team.
- Start people as Members. Promote to Admin or Executive only when the wider access is genuinely needed.
- Review roles regularly. Filter by Role → Admin every so often and confirm the list still matches who should hold it.
- Prefer Inactive over Remove when you're not certain — it's reversible.
- Treat Last Active as an indicator, not an audit log. It gives you a rough sense of recency, not a precise sign-in record.
Related Pages
- Departments — create departments and teams before inviting people into them
- Org Chart — see your structure and assign people to positions
- Positions — define roles within a department
- Roles & Permissions — what each role can access