Skip to content

User Management

As a Tenant Admin, you manage users within your organization's tenant. This includes inviting new users and managing their access.

Overview

User management allows you to:

  • Invite new users to your tenant
  • Assign roles (Administrator or Sales Engineer)
  • Activate or deactivate users
  • View user information

Accessing User Management

  1. Click Users in the main navigation
  2. You'll see a list of all users in your tenant

Viewing Users

The Users page displays:

  • Name: User's full name
  • Email: User's email address
  • Role: User's assigned role
  • Status: Active or Inactive
  • Actions: Activate/Deactivate toggle

User List Features

  • View all users in your tenant
  • See user roles at a glance
  • Quick status management

Inviting New Users

Invite User Steps

  1. Click + Invite User button (top right)
  2. Fill in the invitation form:
    • First Name (required)
    • Last Name (required)
    • Email (required)
    • Role (required): Select Administrator or Sales Engineer
  3. Click Send Invitation

User Roles You Can Assign

Best for: Team members who manage POC templates

Permissions:

  • Create task and task group templates
  • Add resources to templates
  • View all POCs
  • Cannot manage users

Use cases:

  • Pre-sales engineers who create templates
  • Technical leads who standardize POC processes
  • Team members who maintain the POC library

Best for: Team members who run POC engagements

Permissions:

  • Create and manage POCs
  • Invite customers
  • Manage tasks and progress
  • Add comments and resources
  • Cannot create templates

Use cases:

  • Sales engineers running customer POCs
  • Solution architects managing engagements
  • Account executives overseeing POCs

Form Validation

The invite form validates:

  • ✅ All required fields are filled
  • ✅ Email format is correct
  • ✅ Email is unique (not already in the system)
  • ✅ A role is selected

After Invitation

Once invited:

  1. User receives an email with login credentials
  2. User can log in immediately
  3. User appears in the user list as Active

Managing Existing Users

Viewing User Details

The user list shows key information:

  • Full name
  • Email address
  • Assigned role
  • Current status

Activating/Deactivating Users

To change a user's status:

  1. Find the user in the list
  2. Click the Activate or Deactivate toggle

Active Users: - ✅ Can log in - ✅ Full access to permitted features - ✅ Appear in user selections

Inactive Users: - ❌ Cannot log in - ❌ No access to the system - ❌ Hidden from most lists - ✅ Data remains in the system

Deactivation Impact

When you deactivate a user:

  • They are immediately logged out
  • Cannot log in again until reactivated
  • Their POCs and tasks remain intact
  • Can be reactivated at any time

User Roles and Permissions

Cannot Change Roles

Role Assignment

Currently, user roles cannot be changed after creation. If a user needs a different role:

  1. Deactivate the old account
  2. Create a new invitation with the correct role
  3. Notify the user of the new credentials

Managing Your Own Role

As a Tenant Admin:

  • You cannot change your own role
  • You cannot deactivate yourself
  • Contact a Platform Admin for changes to your account

Best Practices

Inviting Users

  • ✅ Use work email addresses
  • ✅ Verify email spelling before sending
  • ✅ Assign the most appropriate role
  • ✅ Notify users to check spam folders
  • ❌ Don't share invitation links publicly

User Management

  • Regularly review active users
  • Deactivate users who leave the organization
  • Keep contact information updated
  • Document role assignments

Security

  • Only invite users who need access
  • Review user list periodically
  • Deactivate unused accounts
  • Use strong passwords (educate users)

Common Scenarios

New Team Member Onboarding

  1. Invite user with appropriate role
  2. Send welcome email with system overview
  3. Provide link to relevant documentation
  4. Assign a mentor or point of contact

Team Member Leaving

  1. Deactivate their account immediately
  2. Reassign their active POCs if needed
  3. Document any ongoing work
  4. Archive or transfer important data

Temporary Access

For contractors or temporary staff:

  1. Invite with appropriate role
  2. Set a reminder to deactivate on end date
  3. Deactivate promptly when access no longer needed

Troubleshooting

User Didn't Receive Invitation

If a user reports not receiving an invitation:

  1. Check the email address for typos
  2. Ask them to check spam/junk folders
  3. Verify the email was sent successfully
  4. Resend if necessary (deactivate and re-invite)

User Can't Log In

If an active user can't log in:

  1. Verify their account status is Active
  2. Confirm they're using the correct email
  3. Check if password needs reset
  4. Verify they're accessing the correct tenant URL

Wrong Role Assigned

If a user has the wrong role:

  1. Deactivate the incorrect account
  2. Send a new invitation with correct role
  3. Notify the user of the change
  4. They'll need new login credentials

Next Steps

After inviting users:

Related Documentation: