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 |
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
- Actions: edit, reset MFA, remove
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. 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
Section titled “Edit user”Click “Edit” in the actions menu of a user. 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.
Change licenses for several users
Section titled “Change licenses for several users”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 a “Change license” button.
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 actions menu 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 actions menu. A confirmation dialog appears showing the user’s name and the number of workspaces they are a member of.
Note: you cannot remove yourself.