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User Management

This guide covers how to invite users, manage accounts, and control access within your Datalinx AI organization.

Inviting Users​

Sending Invitations​

  1. Navigate to Settings → Users
  2. Click Invite User
  3. Enter the user's email address
  4. Select their role
  5. Choose workspace access
  6. Click Send Invitation
Invite User:
┌─────────────────────────────────────────────┐
│ Email: jane.smith@example.com               │
│                                             │
│ Organization Role: Member                   │
│ ○ Admin - Full organization access          │
│ ● Member - Standard access                  │
│ ○ Viewer - Read-only access                 │
│                                             │
│ Workspace Access:                           │
│ ☑ Production - Editor                       │
│ ☑ Development - Editor                      │
│ ☐ Analytics - (No access)                   │
│                                             │
│ [Send Invitation]                           │
└─────────────────────────────────────────────┘

Bulk Invitations​

Invite multiple users at once:

  1. Click Bulk Invite
  2. Upload a CSV file with the following format:
email,role,workspaces
jane@example.com,member,"production:editor,development:viewer"
bob@example.com,member,"production:viewer"
alice@example.com,admin,""
  1. Review the import preview
  2. Click Send All Invitations

Managing Users​

User List​

View all users in Settings → Users:

Users (45):
┌──────────────────────┬────────────┬──────────────┬──────────────┐
│ Name                 │ Role       │ Status       │ Last Active  │
├──────────────────────┼────────────┼──────────────┼──────────────┤
│ Jane Smith           │ Admin      │ Active       │ 2 min ago    │
│ Bob Johnson          │ Member     │ Active       │ 1 hour ago   │
│ Alice Brown          │ Member     │ Inactive     │ 30 days ago  │
│ pending@example.com  │ Member     │ Invited      │ -            │
└──────────────────────┴────────────┴──────────────┴──────────────┘

Editing User Access​

To modify a user's access:

  1. Click on the user's name
  2. Update their role or workspace access
  3. Click Save Changes

Deactivating Users​

Deactivate users who no longer need access:

  1. Click on the user's name
  2. Click Deactivate User
  3. Confirm the action

Deactivation:

  • Immediately revokes all access
  • Invalidates all sessions
  • Preserves audit history
  • Can be reversed by reactivating

Role Management​

Organization Roles​

RoleCapabilities
OwnerFull control, cannot be removed
AdminManage users, settings, all workspaces
MemberAccess assigned workspaces
ViewerRead-only access to assigned workspaces

Workspace Roles​

RoleCapabilities
Workspace AdminFull control over workspace
EditorCreate and modify mappings, run pipelines
ViewerView mappings and pipeline results

Access Control​

Workspace Access​

Grant users access to specific workspaces:

User: jane@example.com
Workspace Access:
  - workspace: Production
    role: Editor
    granted_by: admin@example.com

  - workspace: Development
    role: Admin
    granted_by: admin@example.com

Access Reviews​

Periodic access reviews help maintain security:

  1. Navigate to Settings → Access Reviews
  2. Schedule review frequency (monthly, quarterly)
  3. Reviewers receive notifications
  4. Review and confirm or revoke access

Security Features​

Password Reset​

Administrators can trigger password resets:

  1. Navigate to the user's profile
  2. Click Reset Password
  3. User receives reset link via email

Force Logout​

Sign out a user from all devices:

  1. Navigate to the user's profile
  2. Click Force Logout
  3. All active sessions are terminated

Best Practices​

Onboarding​

  1. Send welcome message with the invitation
  2. Include documentation links for self-service learning
  3. Assign appropriate initial permissions - start restrictive
  4. Schedule orientation for complex workflows

Offboarding​

  1. Immediately deactivate when user leaves organization
  2. Transfer ownership of their resources
  3. Revoke API keys they may have created
  4. Review shared credentials they had access to
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