Manage users, roles, permissions, and workspace access
User Management Overview
User management allows workspace administrators to control who can access the workspace, what permissions they have, and how they can interact with documents and AI features.
Invite Users
Send invitations via email or codes
Role Management
Assign appropriate permissions
Monitor Activity
Track usage and engagement
Access Control
Manage permissions and restrictions
User Roles & Permissions
Understanding different user roles and their capabilities
Admin
Full Access
Complete workspace control with all permissions and management capabilities.
Can Do:
• Manage all users and permissions
• Configure workspace settings
• Upload and manage all documents
• Access analytics and audit logs
Additional Powers:
• Delete the workspace
• Modify billing and limits
• Configure AI and API settings
• Export data and documents
Joint (Member)
Standard Access
Standard workspace member with document and chat access.
Can Do:
• Upload and manage own documents
• Chat with AI about all documents
• Search and browse workspace files
• View chat history
Cannot Do:
• Manage other users
• Change workspace settings
• Delete others' documents
• Access admin features
Viewer
Read Only
Read-only access for consultation and viewing purposes.
Can Do:
• Chat with AI about documents
• Search and browse files
• View document content
• Access read-only features
Cannot Do:
• Upload or modify documents
• Change any settings
• Manage users
• Delete content
Inviting Users to Your Workspace
Step-by-step guide to adding team members
1
Access User Management
Navigate to your workspace and click on "User Management" in the admin section.
💡 Note: Only workspace admins can invite and manage users.
2
Send Email Invitations
Enter email addresses and select appropriate roles for new users:
Enter multiple email addresses (comma-separated)
Select role: Admin, Joint (Member), or Viewer
Add optional welcome message
Set invitation expiration (default: 7 days)
3
Generate Invitation Codes
Alternative method for quick access without email requirements:
Generate unique invitation codes
Set expiration dates for security
Pre-assign roles to invitation codes
4
Monitor Invitation Status
Track invitation progress and manage pending invitations:
Pending
Invitation sent, awaiting response
Accepted
User joined the workspace
Expired
Invitation expired, needs resend
Join Existing Workspace by Code
How users can request access to workspaces using workspace IDs or slugs
Feature Overview
Users can request to join workspaces by entering a workspace ID or slug, without needing a traditional email invitation. This feature is disabled by default and must be enabled by workspace administrators.
1
Request Access to a Workspace
To join an existing workspace, you'll need the workspace ID or slug from a workspace member:
Go to your workspace list page (/workspaces)
Click the "Join Workspace" button in the top right
Enter the workspace ID, slug, or invitation code
Click "Join Workspace" to submit your request
2
Approval Process
What happens after you submit a join request depends on the workspace settings:
Auto Approve
You'll be instantly added to the workspace as a viewer and can access it immediately.
Needs Approval (Recommended)
Your request will be sent to workspace admins for review. You'll be notified when approved.
3
Track Your Request Status
You can monitor the status of your join requests:
Pending Approval
Your request is waiting for admin review. The workspace will appear in your workspace list with a "Pending Approval" status until approved.
Approved
Once approved, you'll have full access to the workspace and can start collaborating immediately.
Important Notes
• This feature is disabled by default - workspace admins must enable it
• You'll be added as a Viewer role initially (can be changed later by admins)
• Needs Approval mode is recommended for most workspaces for better security
• Workspace admins can disable this feature at any time for security reasons
• You can only join workspaces that have this feature enabled
Managing Existing Users
Actions available for workspace members
User Actions
Change Role
Promote/demote user permissions
Suspend User
Temporarily disable access
Reactivate
Restore suspended user access
Remove User
Permanently remove from workspace
User Information
Activity Tracking
• Last active date and time • Total messages sent • Token usage statistics • Documents uploaded
User Profile
• Full name and email • Join date • Current role and status • Profile picture
User Management Best Practices
Security Best Practices
Use the principle of least privilege (start with Viewer role)
Regularly review and audit user permissions
Set appropriate invitation expiration periods
Remove users who no longer need access
Monitor user activity for unusual behavior
Management Tips
Create user groups for similar roles and departments
Use descriptive welcome messages in invitations
Document role assignments and permission rationale
Provide onboarding materials for new users
Establish clear escalation procedures for access issues
Common Issues & Solutions
Invitation Emails Not Received
Check spam folders, verify email addresses are correct, and ensure your domain isn't blocking the invitation emails. Resend invitations if necessary.
User Can't Access Features
Verify the user's role has appropriate permissions, check workspace feature settings, and ensure the user account is active (not suspended).
Invitation Code Not Working
Check if the invitation code has expired, verify it was entered correctly, and ensure the user is accessing the correct workspace URL.