Users

User management allows you to invite team members, assign roles, and control access across your organization. Users can belong to multiple workspaces with different roles in each, providing flexible access control. Proper user management ensures that the right people have the right access at the right time.

Understanding User Management

The Users system manages access by combining user accounts with role assignments and workspace scoping.

User Accounts

Each team member has a user account with email, name, and authentication credentials. Users must be invited and accept invitations to join.

Role Assignment

Users are assigned one or more roles, which determine their permissions. Roles can be assigned per workspace, allowing different access levels in different contexts.

Workspace Scoping

Users can belong to multiple workspaces, each with potentially different roles. This provides flexible access control across organizational boundaries.

Common Use Cases

Onboarding New Team Members

Invite new employees and assign appropriate roles based on their job functions. They receive email invitations and can join immediately after accepting.

Role Changes

When team members change roles or responsibilities, update their role assignments. Changes take effect immediately across all assigned workspaces.

Offboarding

When team members leave, deactivate or remove their access immediately to maintain security. This prevents unauthorized access to sensitive data.

Multi-Workspace Access

Assign users to multiple workspaces with different roles in each. Perfect for agencies managing multiple clients or cross-department collaboration.

Key Benefits

Centralized Management

Manage all users from one central location. View user details, roles, workspace assignments, and activity in one place.

Secure Access Control

Control who has access to what features through role assignments. Revoke access immediately when needed to maintain security.

Flexible Role Assignment

Assign multiple roles to users and scope roles by workspace. Users can have different access levels in different workspaces.

Audit Trail

Track user access, role assignments, and changes over time. Maintain compliance with security policies and organizational requirements.

Inviting Users

Invite new team members to join your organization and assign them appropriate roles.

Step 1: Navigate to Users

1

Go to Roles & Permissions: Navigate to Roles & Permissions in the main navigation menu.
2

Click Users: Select Users from the Roles & Permissions submenu (or go to Team Management).
3

Click Invite: Look for the Invite User or Add User button, typically at the top of the users list.

Step 2: Enter User Details

Fill in the user information:

Required Information

Name: The user's full name (e.g., "John Smith")
Email: The user's email address. This will be used for the invitation and login
Roles: Select one or more roles to assign to the user
Workspaces (if applicable): If using workspaces, specify which workspace(s) the user should belong to and which roles apply to each workspace

Email Best Practice: Use company email addresses for traceability and security. Personal emails make it harder to track and manage access, especially when team members leave.

Step 3: Send Invitation

After entering user details:

Review the user information and role assignments
Click Send Invitation or Invite
The user will receive an email invitation with a link to join
The invitation status will be tracked (pending/accepted)

After Invitation Sent

The user appears in your users list with "Pending" status
They receive an email with instructions to join
Once they accept, their status changes to "Active"
They can immediately access features based on their assigned roles

Managing User Access

Once users are added, you can manage their access by updating roles, workspaces, or deactivating accounts.

Updating User Roles

When user responsibilities change:

Go to Roles & Permissions → Users (or Team Management)
Find the user you want to update
Click Edit or Manage Roles for that user
Add, remove, or modify role assignments
If using workspaces, update workspace-specific role assignments
Save changes - updates take effect immediately

Immediate Effect: Role changes take effect immediately. Users may need to refresh their browser or log out and back in to see permission changes reflected in the interface.

Deactivating or Removing Users

When users no longer need access:

Deactivate

Temporarily disable access without removing the user account. The user cannot log in, but their data and history are preserved.

Use when: User is on leave, temporarily unavailable, or you want to preserve their data.

Remove

Permanently delete the user account. This action may be irreversible and should be used with caution.

Use when: User has permanently left and you want to clean up the user list. Consider data retention policies first.

Important: Always deactivate or remove user access immediately when team members leave. Delayed access removal is a security risk. Review your organization's data retention policies before permanently removing users.

Best Practices

User Onboarding

Use Company Emails: Always use company email addresses for traceability and security. Personal emails make it harder to manage access when team members leave.
Assign Appropriate Roles: Assign roles based on job functions, not individual preferences. Start with minimal permissions and add more only when needed.
Verify Invitations: Confirm that users receive and accept invitations. Follow up if invitations remain pending for extended periods.
Provide Context: When inviting users, provide context about what they'll be able to access and what their role entails.

Access Management

Regular Audits: Regularly review active users against your current team roster. Identify and remove access for users who no longer need it.
Immediate Updates: Update role assignments immediately when responsibilities change. Don't wait for scheduled reviews.
Prompt Removal: Deactivate or remove access immediately when team members leave. Delayed access removal is a security risk.
Workspace Context: Consider workspace context when assigning roles. Users may need different roles in different workspaces.

Security

Least Privilege: Always grant the minimum access necessary. Users should only have permissions they need for their job functions.
Regular Reviews: Conduct quarterly reviews of all user access to ensure it still matches current responsibilities.
Monitor Activity: Periodically review user activity logs (where available) to identify unusual access patterns or potential security issues.
Document Changes: Document significant access changes for audit purposes and future reference.

Troubleshooting

User did not receive invitation email

Checklist:

Check email address: Verify the email address was entered correctly. Typos in email addresses will prevent delivery.
Check spam folder: Invitation emails may be filtered to spam. Ask the user to check their spam/junk folder.
Email configuration: Verify that email is properly configured in Settings. Check SMTP settings and test email delivery.
Resend invitation: Try resending the invitation. Some email providers may delay or block first-time emails.
Check invitation status: Review the invitation status in the Users list. If it shows as "Sent", the email was dispatched successfully.

Cannot assign roles to users