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User Management

This guide covers how to manage user access, assign roles, and handle user lifecycle events in your Workspace Platform workspace using the RBAC system.

Overview​

User management in Workspace Platform revolves around:

  • Adding users to your workspace
  • Assigning appropriate roles based on their job function
  • Managing access changes as users' responsibilities evolve
  • Removing access when users leave or change roles

Accessing User Management​

  1. Navigate to Settings

    • Click your workspace name in the top navigation
    • Select "Settings" from the dropdown

  2. Go to User Assignments

    • Click "Roles & Permissions" in the settings sidebar
    • Select the "User Assignments" tab

Here you'll see all users in your workspace and their current role assignments.

Adding New Users​

Inviting Users to Your Workspace​

  1. Click "Invite Users"

    • Look for the "Invite Users" button in the User Assignments tab
    • Or find it in the main workspace settings

  2. Enter User Information

    • Email addresses: Enter one or more email addresses
    • Invitation message: Add a welcome message (optional)
    • Default roles: Pre-assign roles for new users

  3. Set Initial Access

    • Choose starter roles based on their expected job function
    • You can always modify roles after they accept the invitation
    • Consider starting conservative and adding permissions as needed

  4. Send Invitations

    • Review the invitation details
    • Click "Send Invitations"
    • Users receive email invitations with account setup instructions

Bulk User Invitation​

For larger teams:

  1. Use CSV Import (if available)

    • Download the CSV template
    • Fill in user details and desired roles
    • Upload the completed file

  2. Multiple Email Entry

    • Enter multiple email addresses separated by commas
    • Assign the same default roles to all invitees
    • Customize individual access after they join

Assigning Roles to Users​

Individual Role Assignment​

  1. Find the User

    • Browse the user list or use the search function
    • Click on the user's name or use "Manage Roles"

  2. Select Roles

    • Check boxes for roles you want to assign
    • Users can have multiple roles simultaneously
    • Consider role combinations that make sense together

  3. Set Expiration (Optional)

    • Add expiration dates for temporary access
    • Useful for contractors, interns, or project-specific access
    • System automatically revokes expired roles

  4. Apply Changes

    • Click "Update User Roles"
    • Changes take effect immediately
    • User is notified of role changes

Multiple Role Assignment Patterns​

Common Combinations​

  • New Developer: Project Developer + Team Member
  • Team Lead: Team Lead + Project Admin + Team Member
  • Manager: Workspace Manager + Team Lead + Project Admin
  • Contractor: Project Developer + time-limited access

Avoid These Combinations​

  • Conflicting levels: Don't assign both Workspace Admin and Project Viewer
  • Redundant roles: Workspace Admin already includes most other permissions
  • Temporary + Permanent: Don't mix roles with and without expiration dates

Bulk Role Assignment​

For managing many users at once:

  1. Select Multiple Users

    • Use checkboxes to select users with similar needs
    • Or select by filters (department, join date, current roles)

  2. Choose Bulk Action

    • Click "Bulk Actions" button
    • Select "Assign Roles" or "Remove Roles"

  3. Select Roles

    • Choose roles to assign to all selected users
    • Set expiration dates if appropriate
    • Review the impact before confirming

  4. Apply to All Selected

    • Double-check your selections
    • Click "Apply to Selected Users"
    • All selected users receive the same role changes

Managing User Access Changes​

Role Updates for Promotions​

When users get promoted or change responsibilities:

  1. Review Current Access

    • Check what roles and permissions they currently have
    • Identify what access they need in their new position

  2. Plan the Transition

    • Add new roles for expanded responsibilities
    • Keep overlapping roles that still apply
    • Remove outdated roles that no longer fit

  3. Implement Changes Gradually

    • Add new access first (so they can start new responsibilities)
    • Remove old access after transition period
    • Monitor to ensure they have everything needed

Project-Based Access Changes​

For users moving between projects:

  1. Project Assignment Changes

    • Add Project Developer role for new projects
    • Keep or remove access to previous projects based on ongoing needs

  2. Team Membership Updates

    • Add to new project teams
    • Remove from teams they're no longer active in
    • Update Team Lead assignments if applicable

Temporary Access Management​

For special projects or temporary needs:

  1. Use Time-Limited Roles

    • Set clear expiration dates
    • Document why temporary access was granted
    • Plan for access review before expiration

  2. Create Project-Specific Roles

    • Design roles for specific temporary needs
    • Example: "Q4 Campaign Access" with 3-month expiration
    • Delete role after project completion

Team-Based User Management​

Adding Users to Teams​

  1. Navigate to Teams

    • Go to your workspace dashboard
    • Click "Teams" in the sidebar

  2. Select Target Team

    • Choose the team to add users to
    • Go to the "Members" tab

  3. Add Team Members

    • Click "Add Members"
    • Select from existing workspace users
    • Or invite new users directly to the team

  4. Assign Team Roles

    • Set team-specific roles (Team Lead, Team Member)
    • Team roles work alongside workspace and project roles

Team Permission Inheritance​

Understanding how team membership affects access:

  • Team roles apply to all team members
  • Team-level permissions cascade down
  • Project teams can have different permission sets
  • Users inherit from all teams they belong to

Removing User Access​

Temporary Access Suspension​

For users who need temporary access removal:

  1. Disable Instead of Delete

    • Remove all roles but keep the user account
    • Preserves audit history and previous work attribution
    • Easy to restore access when needed

  2. Document Suspension

    • Note reason for access removal
    • Set reminder for access review
    • Communicate with affected teams

Permanent User Removal​

When users leave the organization:

  1. Access Removal Process

    • Remove all role assignments immediately
    • Remove from all teams
    • Transfer ownership of critical resources

  2. Resource Ownership Transfer

    • Projects: Transfer ownership to new project lead
    • Workflows: Assign new maintainer
    • Bots: Update ownership and access keys
    • Teams: Assign new team lead if necessary

  3. Account Deactivation

    • Deactivate the user account
    • Preserve account for audit purposes
    • Consider legal requirements for data retention

Exit Checklist​

  • Remove all role assignments
  • Remove from all teams
  • Transfer ownership of projects/workflows/bots
  • Update team leadership if user was a team lead
  • Review and transfer any direct permissions
  • Document access removal with date and reason
  • Notify affected teams of ownership changes
  • Deactivate user account

User Self-Service Features​

Permission Requests​

Allow users to request additional access:

  1. Enable Self-Service Requests

    • Configure which permissions users can request
    • Set up approval workflows
    • Define who can approve different types of requests

  2. Request Management

    • Users submit requests through the interface
    • Approvers get notifications
    • Automatic role assignment upon approval

Profile Management​

Users can manage some aspects of their own access:

  1. View Current Permissions

    • Users can see their current roles and permissions
    • Understand what they can and cannot do
    • See expiration dates on temporary access

  2. Team Membership

    • View team memberships
    • Request to join additional teams
    • Leave teams they no longer need access to

Monitoring and Auditing User Access​

Regular Access Reviews​

Establish regular review cycles:

  1. Monthly Reviews

    • Check new user role assignments
    • Review temporary access expiration dates
    • Remove unused accounts

  2. Quarterly Audits

    • Full review of all user permissions
    • Check for role creep (users accumulating too many permissions)
    • Verify access matches current job responsibilities

  3. Annual Assessments

    • Complete overhaul of permission structure
    • Review and update role definitions
    • Assess effectiveness of current access patterns

Access Reporting​

Generate reports to understand access patterns:

  1. User Access Reports

    • Who has access to what resources
    • Permission distribution across the organization
    • Identification of over-privileged users

  2. Role Usage Reports

    • Which roles are most commonly assigned
    • Unused or rarely-used roles
    • Effectiveness of role design

  3. Team Access Reports

    • Team permission patterns
    • Cross-team access patterns
    • Team membership overlap

Troubleshooting User Access Issues​

User Can't Log In​

  1. Check Account Status

    • Verify user account is active
    • Confirm they've completed account setup
    • Check for any account locks or suspensions

  2. Invitation Issues

    • Resend invitation if it expired
    • Check if invitation email went to spam
    • Verify email address is correct

User Missing Expected Permissions​

  1. Verify Role Assignments

    • Check user's current roles in User Assignments
    • Confirm roles contain expected permissions
    • Look for expired role assignments

  2. Check Team Membership

    • Verify user is member of required teams
    • Check team-level permissions
    • Confirm team roles are assigned

  3. Review Permission Inheritance

    • Check if permissions should come from workspace level
    • Verify project-level access
    • Review visibility settings on resources

Permission Changes Not Taking Effect​

  1. Browser Issues

    • Ask user to refresh the page
    • Clear browser cache
    • Try logging out and back in

  2. System Propagation

    • Allow a few minutes for changes to propagate
    • Check if there are any system maintenance issues
    • Verify changes were saved correctly

Advanced User Management​

Automated User Provisioning​

For larger organizations:

  1. Directory Integration

    • Connect with Active Directory or other identity providers
    • Automatically sync user accounts and basic information
    • Map AD groups to Workspace platform roles

  2. Role Automation Rules

    • Assign roles based on user attributes (department, job title)
    • Automatic role updates when user information changes
    • Bulk role assignments for new employee onboarding

Compliance and Security​

  1. Access Certification

    • Regular formal reviews of user access
    • Manager approval for subordinate access
    • Documentation for compliance audits

  2. Segregation of Duties

    • Ensure no single user has conflicting roles
    • Implement approval workflows for sensitive operations
    • Regular monitoring for compliance violations

Next Steps: Explore common scenarios to see how these user management principles apply in real-world situations, or check troubleshooting for solutions to specific issues.