Skip to main content

Managing Users

This guide walks you through managing users in Console using the web interface.

Inviting Users​

Single User Invitation​

  1. Navigate to Users in the main menu
  2. Click Invite User
  3. Fill in the form:
    • Email: User's email address (required)
    • Groups: Select permission groups
  4. Click Send Invitation

The user receives an email with an activation link that expires in 7 days.

Bulk User Import​

To invite multiple users at once:

  1. Go to Users → Bulk Import
  2. Download the CSV template
  3. Fill in user details (email, groups)
  4. Upload the completed CSV
  5. Review and confirm the import
  6. Invitations are sent automatically

User Statuses​

StatusDescriptionActions Available
InvitedInvitation sent, not activatedResend, Cancel
ActiveCan log in and use ConsoleEdit, Deactivate
InactiveTemporarily disabledReactivate, Delete

Managing User Access​

Assigning Groups​

To change a user's permissions:

  1. Go to Users and click the user's name
  2. Click Edit
  3. In the Groups section:
    • Check groups to add
    • Uncheck groups to remove
  4. Click Save Changes

Changes take effect immediately.

Promoting a User​

When someone needs additional permissions:

  1. Keep their existing groups
  2. Add new groups for additional permissions
  3. Users inherit all permissions from all groups

Example: Promoting an Editor to Manager

  • Keep: "Content Editors" group
  • Add: "User Managers" group
  • Result: Can both edit content AND manage users

Common User Management Tasks​

Resending an Invitation​

If a user didn't receive the email or the invitation expired:

  1. Find the user in the Users list (status: "Invited")
  2. Click the ⋮ (three dots) menu
  3. Select Resend Invitation
  4. New invitation email is sent

Resetting a Password​

When a user forgets their password:

Option 1: User Self-Service

  • User clicks "Forgot Password" on login page
  • Enters email
  • Receives password reset link

Option 2: Admin Reset

  1. Go to Users and select the user
  2. Click Send Password Reset
  3. User receives reset email

Deactivating a User​

To temporarily remove access (user leaving, on leave, etc.):

  1. Go to Users and select the user
  2. Click Deactivate
  3. Confirm the action
  4. User can no longer log in
  5. Their data is preserved

When to deactivate:

  • Employee on leave
  • Contractor project ended
  • Pending investigation
  • Want to preserve data but remove access

Reactivating a User​

To restore a deactivated user:

  1. Filter users by status: "Inactive"
  2. Select the user
  3. Click Reactivate
  4. User can log in again with their previous password

Deleting a User​

Permanent Action

Deleting a user is permanent and cannot be undone. Their data may be preserved for audit purposes.

To permanently remove a user:

  1. First deactivate (recommended to wait 30+ days)
  2. Go to the deactivated user's profile
  3. Click Delete User
  4. Confirm by typing the user's email
  5. User is permanently removed

User Profiles​

Viewing User Information​

Click a user's name to see:

  • Profile: Name, email, status, join date
  • Activity: Recent logins, last login time
  • Groups: Assigned permission groups
  • Sessions: Active login sessions

Updating User Information​

Administrators can update:

  1. Name: Display name
  2. Email: Login email (updates login credentials)
  3. Groups: Permission assignments

Activity Monitoring​

Viewing User Activity​

To see what a user has been doing:

  1. Go to the user's profile
  2. Click Activity tab
  3. See:
    • Login history
    • IP addresses
    • Devices used
    • Actions performed (if audit logging enabled)

Active Sessions​

See where users are currently logged in:

  1. Go to user profile → Sessions tab
  2. View active sessions:
    • Device type
    • Browser
    • IP address
    • Location (approximate)
    • Last activity time
  3. Revoke suspicious sessions

Best Practices​

Onboarding New Users​

  1. Prepare groups before inviting users
  2. Assign appropriate groups during invitation
  3. Send invitation with welcome message
  4. Follow up if not accepted within 3 days

Regular Maintenance​

Weekly:

  • Review pending invitations
  • Resend expired invitations
  • Check for inactive accounts

Monthly:

  • Audit user permissions
  • Review last login dates
  • Deactivate users who haven't logged in for 90+ days

Quarterly:

  • Full access review
  • Update group assignments based on role changes
  • Clean up old inactive accounts

Security​

  1. Prompt deactivation: Deactivate users immediately when they leave
  2. Regular audits: Review who has what access monthly
  3. Least privilege: Don't over-assign permissions
  4. Monitor activity: Check for unusual login patterns

Troubleshooting​

User Didn't Receive Invitation​

Checklist:

  • Check spam/junk folders
  • Verify email address is correct
  • Resend invitation
  • Check email service status

User Can't Log In​

Common causes:

  • Status is "Inactive" - reactivate them
  • Status is "Invited" - they need to activate first
  • Wrong company slug - verify correct slug
  • Password incorrect - send password reset

Wrong Permissions​

To fix:

  1. Check user's groups
  2. Verify groups have correct permissions
  3. Update group assignments as needed
  4. Changes take effect immediately

Next Steps​

For Developers

Need to manage users programmatically? See the User Management API Guide.