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.
Admin access required.
Who Can Open This Page
| Role | Access to Users |
|---|---|
| Admin | Full access — view, invite, edit, and remove users |
| Executive | No access. Executives see the organization through a read-only Org Chart instead |
| Member | No access |
If you open the page without admin rights, you see an Access Denied message: "You need admin privileges to manage users."
The whole Organization group in the left menu (Org Chart, Departments, Users) is visible to admins only.
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
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 | 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: Admin, Executive, or Member |
| 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 | A status the platform assigns automatically. You can't switch it from the detail panel |
| 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 |
| Initial Password | Yes | The password they'll use the first time. Use the eye icon to show or hide what you typed |
| 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 | Three selectable cards — see below. Default: Member |
Password rules
The initial password must be at least 10 characters and include:
- an uppercase letter
- a lowercase letter
- a number
- a special character
The form reminds you: "User can change after first login."
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" |
Click Create User to finish. The form notes that "The user will be able to login immediately with the email and password provided."
Send the new person the First Steps guide together with their sign-in details, and ask them to change the initial password right after their first sign-in.
Only you and the new user know the initial password you set. Share it through a secure channel, 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 a read-only Org Chart |
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.
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 | Member, Admin, or Executive |
The Status dropdown is disabled while a person is Pending or Suspended — you can only switch between Active and Inactive from this panel.
Read-only sections
- Assistant Access — marked "Based on role and department". It's a reference view of which assistants the person can reach; you don't edit it here. To change it, adjust their role or their department, or manage assistant availability from Departments.
- Activity Summary — three tiles: Conversations, Documents, and Last Active. Only Last Active currently carries a value; the other two show a dash.
Click Save Changes to apply your edits.
Removing a User
When someone leaves the organization:
- Open their detail panel.
- Click Remove User.
- 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