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Manage Users and Permissions

This guide covers how to manage existing users in your account, including updating user details, managing roles and permissions, and implementing access controls.

User Management Dashboard

Accessing the Dashboard

  • Log in to your account with administrator privileges
  • Navigate to "Settings" in the main navigation
  • Select "Team Members" from the dropdown menu

    • The Team Members dashboard provides a comprehensive view of all users in your organization, including:

    • Active users
    • Pending invitations
    • Recently removed users
    • User activity logs

    User Roles and Permissions

    Understanding Default Roles

    The system includes the following predefined roles:

    Role Description Capabilities
    Admin Full system access Can manage all settings, users, billing, and resources
    Member Standard user access Can access and modify resources but not manage users or billing
    Viewer Read-only access Can view resources but cannot make changes
    Billing Admin Financial control Can manage billing and subscriptions but not other admin tasks

    Custom Role Creation

    For organizations with specific needs:

  • Navigate to Settings > Roles
  • Click "Create New Role"
  • Enter a role name and description
  • Configure permissions by selecting capabilities
  • Click "Create Role"

    • Permission Categories

    Permissions are organized into the following categories:

    • User Management: Invite, remove, and modify user access
    • Resource Access: Create, view, edit, and delete resources
    • Billing: Access to payment methods, invoices, and subscription changes
    • API Access: Ability to create and manage API keys
    • Audit Logs: Access to system activity records
    • Settings: Modify organization-wide settings

    Managing Individual Users

    Viewing User Details

  • From the Team Members dashboard, locate the user in the list
  • Click on their name to access their profile

    • Editing User Information

  • On the user's profile page, click "Edit Profile"
  • Update relevant information:
    • Name
    • Job title
    • Department
    • Contact information
  • Click "Save Changes"

    • Managing User Access

    Changing a User's Role

  • Navigate to the user's profile
  • Click "Change Role"
  • Select the new role from the dropdown menu
  • Click "Update Role"

    • Assigning Project-Specific Permissions

    For granular access control:

  • Navigate to the user's profile
  • Click "Custom Permissions"
  • Select the projects or resources to modify
  • Set specific access levels (View, Edit, Admin)
  • Click "Save Permissions"

    • Account Security Options

    Enforcing Security Requirements

    As an administrator, you can require specific security measures:

  • Go to Settings > Security
  • Configure requirements:
    • Password complexity
    • Password expiration
    • Two-factor authentication requirement
    • Session timeout period
  • Click "Save Security Settings"

    • Resetting User Passwords

    If a user cannot access their account:

  • Navigate to the user's profile
  • Click "Security" tab
  • Select "Reset Password"
  • The user will receive an email with password reset instructions

    • Forcing Password Reset

    For security purposes:

  • Navigate to the user's profile
  • Click "Security" tab
  • Select "Require Password Change"
  • The user will be prompted to create a new password on their next login

    • Bulk User Management

    Bulk Actions

    For managing multiple users simultaneously:

  • From the Team Members dashboard, select users by checking the boxes
  • Click "Bulk Actions" button
  • Choose from available options:
    • Change role
    • Require password reset
    • Remove users
    • Force 2FA enrollment
  • Confirm the action

    • Importing Users

    To add multiple users from an external source:

  • Go to Settings > Team Members
  • Click "Import Users"
  • Download the template CSV file
  • Fill in user information
  • Upload the completed file
  • Review the import preview
  • Click "Complete Import"

    • User Activity and Audit Logs

    Viewing User Activity

    To monitor user actions:

  • Navigate to Settings > Audit Logs
  • Filter by:
    • User
    • Date range
    • Action type
    • Resource affected
  • Export logs if needed for compliance purposes

    • Setting Up Activity Alerts

    Create notifications for specific user activities:

  • Go to Settings > Activity Alerts
  • Click "Create New Alert"
  • Configure trigger conditions
  • Set notification recipients
  • Click "Save Alert"

    • Troubleshooting User Management

    Common Issues and Solutions

    • User Cannot Log In:

    • Verify account status is "Active"
    • Check if their password has expired
    • Ensure 2FA is properly configured
    • Check for IP restrictions that might be blocking access

    • Permission Errors:

    • Review the user's role and permissions
    • Check for conflicting custom permissions
    • Verify project-specific access settings

    • User Missing from Dashboard:

    • Check if they've been archived
    • Verify search filters aren't excluding them
    • Ensure you have permission to view all users

    Best Practices

    • Regular Access Reviews: Conduct quarterly audits of user access and permissions
    • Role-Based Access: Use roles rather than individual permissions when possible
    • Documentation: Maintain clear documentation of your permission structure
    • Principle of Least Privilege: Grant only the permissions necessary for each role
    • Offboarding Process: Create a standardized procedure for removing users
    • Training: Ensure administrators understand how to properly manage user access