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AurionAI

Invite and manage users

5 min readBy Emmanuel Yazbeck

Administrators invite the people who work in the AurionAI dashboard and decide what each person can do. This article explains how to invite a user, change a role, give additional roles and deactivate a user.

Availability: all profiles. Administrators only.

Prerequisites

  • You have the Owner or Admin role. Other roles cannot open these pages.
  • You know the email address of the person that you invite.
  • Your plan has a free seat. Every active user, including an invited user, uses one seat. Read Seats, storage and add-ons.

Open the user list

  1. In the sidebar, select Configuration.
  2. Open the Identity & Access category.
  3. Select Users.

The Users card of the Tenant Settings page opens the same page.

The list shows each user with the role, the status and the last sign-in. The status is Active, Invited or Inactive. A user stays Invited until the first sign-in.

The User Management list with the Add User button.

Invite a user

  1. Select Add User.
  2. In Email *, enter the email address of the person.
  3. Optional: in Full Name, enter the name of the person.
  4. In Role *, select the base role: Owner (only if you have the Owner role), Admin, Agent, Supervisor or Read-only.
  5. Optional: select a Department and a Location.
  6. Select Create User.

The Add User dialog.

AurionAI sends an invitation email in the language that you use in the dashboard. The invitation link is valid for 7 days. The person opens the link and sees the page Accept your invitation. There, the person selects Accept with email, Accept with Google or Accept with Microsoft. The Google and Microsoft options appear only when these sign-in methods are available.

Only a user with the Owner role can give the Owner role. For the meaning of each role, read Roles and what they can do.

Send the invitation again

The dashboard has no separate button to send an invitation again. To send a new invitation to a user who has not signed in yet:

  1. Select Add User.
  2. Enter the same email address and the same role.
  3. Select Create User.

AurionAI sends a new invitation to the same user. This does not use another seat. If you select a different role, the role of the user changes to the new role.

Change a role or give additional roles

  1. In the user list, select the Edit user icon on the row of the user.
  2. To change the base role, select a new value in Role.
  3. To give more permissions, select one or more roles under Additional Roles. This section appears only when your organization has roles that you can assign.
  4. Read Effective Permissions. It shows the permissions that the user will have.
  5. Select Save Changes.

You can also manage additional roles on the details page of a user:

  1. In the user list, select the View details icon.
  2. In Assigned Roles, select a role in the list.
  3. Select Assign.

You create and edit additional roles on the Roles page of the Identity & Access category. Read Roles and custom permissions.

Only a user with the Owner role can change the role of an Owner, deactivate an Owner or reset the two-factor authentication of an Owner. For other administrators, these controls are not available on an Owner.

Deactivate or reactivate a user

To deactivate a user:

  1. In the user list, select the Deactivate user icon on the row of the user.
  2. In the dialog, select Deactivate.

The user can no longer sign in, and the seat becomes free.

To reactivate a user:

  1. Turn off Hide deactivated. It is on when the page opens, so deactivated users are hidden.
  2. Select the Edit user icon on the row of the user.
  3. Turn on Active.
  4. Select Save Changes.

On a deactivated user, the row shows Retry session revocation instead of the deactivate icon. Use it only when AurionAI tells you that the sign-out of the user's sessions failed.

Reset two-factor authentication

If a user loses the authenticator app, you can remove the two-factor authentication of that user:

  1. Select the Reset MFA icon on the row of the user.
  2. In the dialog, select Reset MFA.

You cannot reset your own two-factor authentication. Ask another administrator.

Result

The user list shows the new user, the new role or the new status at once. A role change applies to the user's access at once.

If something goes wrong

  • The invitation email did not arrive. Ask the person to check the spam folder. Then send the invitation again, as described in Send the invitation again.
  • The invitation link does not work. The page shows Invitation Error. The invitation can be expired, already used or withdrawn. Send a new invitation.
  • Add User is inactive and a banner shows the seats that you use. All seats of your plan are in use. Select Upgrade plan, buy more seats, or deactivate a user who no longer needs access. Read Seats, storage and add-ons.
  • The invitation fails with a message that starts with "Seat limit reached". All seats are in use. Do the same as above.
  • The message says that the user has been deactivated. Reactivate the user, as described in Deactivate or reactivate a user. You cannot send an invitation to a deactivated user.
  • You cannot deactivate a user, or you cannot change an administrator's role. You cannot deactivate your own account. Your organization must also keep at least one active Owner or Admin. If the user has the Owner role, only an Owner can make these changes. If you are the only Owner, give the Owner role to another user before you change your own role.

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