User Management
Administrators only.
Settings → Users
Here you manage all users of your workspace, from invitations through role assignment to removal.
Overview
Section titled “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
Section titled “Invite users”- Click “Invite user”
- Fill out the form:
| Field | Description | Required |
|---|---|---|
| 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 |
- Click “Send invitation”
The invited user receives an email with an invitation link.
| 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
Section titled “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 |
Join requests
Section titled “Join requests”Once your workspace has verified a company domain, nobody with an address on that domain gets a workspace of their own anymore. Anyone who signs up for 9brains and confirms their email address only enters their first and last name and sends a join request to you. All admins of your workspace receive an email about it. The person does not learn which workspace their request goes to.
Open requests appear at the top of the page under “Join requests”, with name, email address and date. If there are none, the section is hidden.
- Accept: The person receives the regular invitation by email and sets their password there. They join as a User without a license; you assign the license afterwards in their detail panel as usual. If the address has meanwhile got an account in another workspace, they are added as a guest. If they already are a member of your workspace, the request is simply settled, without an email to them.
- Reject: After a confirmation, the person receives a short email saying their request was not accepted. It does not mention your workspace’s name.
If you invite someone with an open request directly via “Invite user”, the request is settled and disappears from the list.
User table
Section titled “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
Section titled “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
Section titled “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. The same goes for their name and for resetting their two-factor sign-in. What you do set for them is their role and their groups, and both apply in your workspace only. Making a guest an admin therefore makes them an admin in your workspace, not in their own.
What a guest uses with the AI models in your workspace counts against their own workspace’s quota and shows up only in that workspace’s usage analytics. In turn, what your own people use as guests in other workspaces counts in yours.
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 log in directly to yours instead, as long as they still have access here. If they have no active workspace left anywhere, they stay locked out.
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. If you open a chat from another of your workspaces through a link or a notification, and it is yours or shared with you, 9brains switches there by itself and tells you.
Edit user
Section titled “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
Section titled “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
Section titled “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
Section titled “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
Section titled “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
Section titled “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.
Integrations always move along, with their sharing, capabilities and company accounts; only the personal accounts the person stored on them are deleted. Anything else 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 personal accounts are deleted, tick or no tick, and with them the access of everyone they were shared with. The dialog lists them with their integration. If an account should stay, for example a mailbox a colleague carries on with, pick a person there who takes it over; the account is handed over to them, and whoever had it shared with them keeps using it. Agents that go to the same person keep working with it; on other agents it rests until that person confirms it there. Company accounts stay anyway. The dialog names the agents that stop working because of deleted accounts 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.