User Management

Overview

The User Management system in Agent Teammate provides complete control over your workspace's organizational structure. Manage users, assign roles, create departments, and control access permissions through three main sections: Users, Roles, and Departments.

Administrator Access Required

User management functions require administrator privileges. Only users with administrator roles can add, edit, or remove users, roles, and departments.

Add and manage user accounts
Create and assign roles with specific permissions
Organize users into departments
Control application access and licensing

Managing Users

The Users tab is your central hub for managing all team members in your workspace. View, add, edit, and control user access from this comprehensive interface.

Adding New Users

Access User Management

Navigate to Workspace Admin in the sidebar and ensure you're on the Users tab.

Click Add Users

Click the Add Users button in the top-right corner of the interface.

Enter User Details

Complete the user information form:

First Name: User's given name
Last Name: User's family name
Email: Professional email address (used for login)
Role: Select from available roles (USER, ADMINISTRATOR, etc.)

Configure Access Settings

Set additional user properties:

Department: Assign to organizational unit (if departments exist)
Reporting To: Set manager relationship
Apps Access: Control which applications the user can access
Status: Set account as Active or Disabled

Users tab showing the complete user management interface with user list, current plan information, and Add Users button

User Table Overview

The user table displays all workspace members with the following information:

Column	Description	Details
First Name	User's given name	Displayed name in the workspace interface
Last Name	User's family name	Combined with first name for full identification
Email	Primary contact and login email	Used for authentication and system notifications
Roles	Assigned access level	Determines permissions and application access
Reporting To	Manager or supervisor	Establishes organizational hierarchy
Department	Organizational unit assignment	Groups users by business function or team
Apps	Application access permissions	Shows which apps user can access (All, CRM, Website, etc.)
Status	Account state indicator	Active (enabled) or Disabled account status
Disabled	Quick toggle control	Toggle switch to enable/disable user accounts
Actions	Management controls	Edit user details, reset password, remove user

User Management Tips

Plan Monitoring: Keep track of your current plan (Free Plan shown) and user limits
Status Toggle: Use the Disabled toggle to temporarily suspend user access without deleting accounts
Email Verification: Ensure email addresses are accurate for proper system notifications
Role Assignment: Assign the minimum required role for each user's job function

Managing Roles

Roles define what users can access and do within your workspace. Create custom roles or use predefined ones to control permissions and application access.

Understanding Default Roles

Agent Teammate comes with built-in roles that cover most organizational needs:

Role Name	Description	Default App Access
USER	Standard workspace user	AI_studio, AI_assistant, Knowledge_base, Phone, Website, Listings, Sm_manager, Crm, AI_mate
ADMINISTRATOR	Full workspace control	All applications and administrative functions

Roles tab displaying available roles with their descriptions and application permissions

Creating Custom Roles

Access Roles Tab

Navigate to the Roles tab in the User Management section.

Click Add Role

Click the Add Role button to open the role creation dialog.

Configure Role Details

Fill in the role information:

Role Name: Unique identifier for the role
Description: Detailed explanation of the role's purpose

Important: Once created, role names cannot be changed. Choose carefully!

Select Application Access

Choose which applications users with this role can access:

AI Mate: AI assistant and automation features
AI Studio: Advanced AI content creation tools
CRM: Customer relationship management system
Phone: Communication and calling features
Website: Website management and editing tools
Listings: Property and listing management
Social Media Manager: Social media publishing and management

Save the Role

Click Add to create the new role and make it available for user assignment.

Add New Role dialog showing role configuration options including name, description, and application access permissions

Role Assignment Notes

License Usage: Each user assigned to an app will use one license for that specific app
Permission Inheritance: Users inherit all permissions associated with their assigned role
Multiple Roles: Users can only have one role at a time
Role Modification: Changes to role permissions affect all users assigned to that role

Managing Departments

Departments help organize users into logical business units, creating clear reporting structures and streamlined management processes.

Creating Departments

Access Departments Tab

Navigate to the Departments tab in the User Management section.

Click Add Department

Click the Add Department button to open the department creation dialog.

Enter Department Information

Provide the department details:

Name: Department identifier (cannot be changed after creation)
Description: Detailed explanation of the department's function and purpose

Save the Department

Click Add to create the department and make it available for user assignment.

Departments tab showing the interface for managing organizational departments (currently empty, ready for new departments)

Add New Department dialog with fields for department name and description

Department Structure Best Practices

Organizational Structure Guidelines

Business Alignment: Create departments that reflect your actual business structure
Common Departments: Sales, Marketing, Operations, Customer Service, Administration
Size Consideration: Keep departments manageable (5-15 people typically work well)
Clear Naming: Use descriptive names that are easily understood by all users
Future Planning: Consider how departments might grow or change over time

Setup Sequence: Follow the recommended setup order: 1) Create departments first, 2) Define roles for each department, 3) Add users and assign them to appropriate departments and roles. This approach ensures a smooth organizational structure setup.

Advanced User Management

User Status Management

Control user access with status toggles and account state management:

Status	Description	User Impact
Active	User account fully functional	Complete access to assigned applications and features
Disabled	User account temporarily suspended	Login blocked, data preserved, can be reactivated

Bulk User Operations

Managing Multiple Users

Role Changes: Update multiple users' roles simultaneously by modifying the role itself
Department Transfers: Move users between departments as organizational needs change
Status Updates: Quickly enable or disable multiple accounts during transitions
App Access: Grant or revoke application access for groups of users

Troubleshooting Common Issues

User Management Problems

Issue	Possible Cause	Solution
User cannot log in	Account disabled or email incorrect	Check user status toggle and verify email address
User missing applications	Role doesn't include app access	Check role permissions or assign different role
Cannot create new role	Role name already exists	Choose a unique role name (names cannot be changed)
Department not appearing	Department creation failed	Refresh page and try creating department again
User invitation not received	Email in spam or incorrect address	Verify email address and check spam folder

Important: Always verify changes with affected users after modifying their accounts, roles, or permissions. Test access with a non-administrator account to ensure proper functionality.

User Management Analytics

Monitor your workspace user activity and optimize your organizational structure:

Key Metrics to Track

User Count: Total active users vs. plan limits
Role Distribution: How users are distributed across roles
Department Size: User count in each department
App Usage: Which applications are most/least used
Login Activity: User engagement and activity patterns

User Management Setup Complete! You now have the tools to effectively manage your workspace users, roles, and departments. Regular review of user permissions and organizational structure will ensure optimal security and productivity for your team.