User Management

Administrators only.

Settings → Users

Here you manage all users of your workspace, from invitations through role assignment to removal.

Overview

At the top of the page you see the key metrics:

• Active users: number of users who have already signed in
• Pending invitations: users who have been invited but have not yet joined
• Licenses: distribution of license types (Pro, Business, Knowledge Only)

Invite users

1. Click “Invite user”
2. Fill out the form:

Field	Description	Required
Email	The new user’s email address	Yes
Role	User or Admin	Yes
License type	Business, Pro, or Knowledge Only	Yes
Groups	Optional: groups the user is assigned to	No

3. Click “Send invitation”

The invited user receives an email with an invitation link.

Roles

Role	Description
User	Default role. Can use the chat, customize personal settings, and create their own tools
Admin	Can additionally manage users, create groups, configure AI models, and define MFA policies

License types

License type	Description
Business	Full access to all features including integrations and tools
Pro	Access to chat and knowledge bases
Knowledge Only	Limited access, primarily for knowledge management

User table

The table shows all users with the following information:

• Name: full name (your own entry is marked with “(You)”)
• Email: email address
• Role: Admin or User
• License: Business, Pro, or Knowledge Only
• Last activity: when the user was last active (e.g. “2 hours ago”, “Yesterday”)
• Groups: assigned groups

Clicking a row opens that user’s detail panel on the right: that is where you edit them, and where you find every action that only works one person at a time.

Status of invited users

Invited users are shown with the status “Invited”. You also see:

• A countdown showing when the invitation expires
• A “Reinvite” button if the invitation has expired
• A button to copy the invitation link

An invitation is valid for 30 days. After that, send a fresh link with “Reinvite”; the old one stops working.

Guests from other workspaces

If you invite somebody who already has an account in another workspace, no new account is created: they are added as a guest. The table then shows a “Guest” marker next to their name. This is meant for two cases: a partner supporting you inside your workspace, and people who work for several companies within one group.

A guest’s license comes from their own workspace, which is also where it is paid for and managed. You therefore cannot change their license type in yours; the field is locked in the edit panel. What you do set for them is their role and their groups, and both apply in your workspace only.

Their status travels with them: if they are a trial user in their own workspace, the trial limits apply in yours as well. If their own workspace is locked, because the trial has expired or an invoice is outstanding, they cannot work in your workspace either. That only clears up once their own workspace is active again.

Anyone working in several workspaces switches between them using the workspace selector at the top left. Chats, knowledge bases and agents stay separate: each workspace only shows its own content.

Edit user

Click the user’s row. Their detail panel opens on the right. You can change:

• First name and last name
• Role (User or Admin), you cannot change your own role
• License type
• Groups: add or remove groups

The email address cannot be changed.

Several users at once

Tick the checkboxes of several users on the left of the table. A bar appears at the top showing how many users are selected, along with the actions “Change license”, “Disable” and “Remove”.

While at least one box is ticked, you are working on the selection: clicking a row then ticks its box instead of opening the detail panel. “Clear selection” takes you back.

Your own entry has no checkbox. None of these actions can be applied to yourself, and you change your own license in your detail panel.

Changing licenses

In the dialog you pick the target license type. Before you confirm, you see a preview:

• How many users are affected. Users who already hold the target license type are skipped.
• How many additional licenses have to be added if your subscription does not have enough free ones.
• The additional cost per billing period.

Revoking licenses

Pick “No license” as the target to revoke the licenses of several users at once. This is free of charge: the seats stay in your subscription and are ready for the next assignment. To actually reduce the number of seats, adjust your subscription under Billing.

Users without a license keep access to their account but can no longer use the licensed features.

Reset MFA

Click “Reset MFA” in the detail panel of an active user. This deletes the user’s MFA setup. The user must set up MFA again on the next sign-in.

Use case: when a user has lost their authenticator device or wants to use a new authenticator app.

Remove user

Click “Remove” in the user’s detail panel, or tick several users and use “Remove” in the bar at the top. A confirmation dialog appears: it names everybody affected and shows what they own and who takes it over.

For several users the question of who inherits is asked once for all of them. Whoever you pick there inherits the agents, skills, projects, data sources and integrations of everybody being removed.

Anything nobody else uses only moves along if you tick “Also take over the private content”. Without that tick it is deleted together with the person, including a data source’s already indexed content. The dialog lists what that covers before you confirm.

The person’s stored access is always deleted, tick or no tick. It belongs to them personally and cannot be handed on. The dialog names the agents that stop working because of it beforehand.

Note: you cannot remove yourself. If somebody in the selection could not be removed, they are named afterwards with the reason; the others are removed regardless.