User Management

Manage users, invitations, and team access in your Futurity organization.

Overview

User management allows organization admins to:

• Invite new members
• Assign roles and permissions
• Remove or suspend users
• View user activity

Accessing User Management

1. Click your profile icon
2. Select Organization
3. Click User Management

Note

You need admin permissions to access user management.

Inviting Users

Send an Invitation

1. Click Invite User
2. Enter the user’s email address
3. Select their role
4. (Optional) Add a personal message
5. Click Send Invitation

Bulk Invitations

Invite multiple users at once:

1. Click Bulk Invite
2. Enter email addresses (one per line or comma-separated)
3. Select the default role for all invitees
4. Click Send Invitations

Invitation Status

Track pending invitations:

Status	Description
Pending	Invitation sent, not yet accepted
Accepted	User joined the organization
Expired	Invitation past 7-day expiration
Revoked	Invitation manually cancelled

Resend Invitation

If an invitation expired or wasn’t received:

1. Find the user in the pending list
2. Click Resend
3. A new invitation email is sent

Managing Users

User List

View all users in your organization:

Column	Description
Name	User’s display name
Email	Account email
Role	Assigned role
Status	Active, Suspended, or Pending
Last Active	Most recent activity
Joined	Date they joined

User Details

Click on a user to view:

• Profile information
• Assigned role and permissions
• Activity history
• Vault access
• Connected integrations

Changing User Roles

1. Click on the user
2. Click Edit Role
3. Select the new role
4. Click Save

Caution

Changing roles takes effect immediately. The user’s access will change on their next action.

Suspending Users

Temporarily disable a user’s access:

1. Click on the user
2. Click Suspend User
3. (Optional) Add a reason
4. Confirm suspension

Suspended users:

• Cannot log in
• Lose access to all resources
• Keep their data intact
• Can be reactivated later

Reactivating Users

1. Find the suspended user
2. Click Reactivate
3. Confirm reactivation

Removing Users

Permanently remove a user from the organization:

1. Click on the user
2. Click Remove User
3. Choose what happens to their data:
   • Transfer to another user
   • Delete permanently
4. Confirm removal

Caution

Removing a user is permanent. Consider suspension if you might need to restore access.

User Data

Transferring Ownership

When removing a user, transfer their content:

• Vault files
• Chat history
• Workflows
• Dashboards

Select a recipient to take ownership of their assets.

Data Retention

When a user is removed:

• Shared content remains accessible
• Transferred content goes to new owner
• Deleted content is permanently removed
• Activity logs are retained for audit

Searching and Filtering

Search

Find users by:

• Name
• Email
• Role

Filters

Filter	Options
Status	Active, Suspended, Pending
Role	Admin, Member, etc.
Department	Filter by department
Joined	Date range
Last Active	Date range

Department Management

Organize users into departments for better structure and filtering:

Viewing Departments

1. Go to Organization → User Management
2. Departments are visible in filters and user listings
3. Users can be assigned to departments

Adding Departments

Organization admins can create departments:

1. Click Add Department
2. Enter department name and description
3. Save the department
4. Assign users to departments from their profile

Department Benefits

• Organization: Better structure for large teams
• Filtering: Quickly find users by department
• Reporting: Group analytics by department
• Permissions: Future support for department-based permissions

Activity Monitoring

View user activity:

• Login history
• Feature usage
• Files accessed
• Changes made

Best Practices

1. Use roles appropriately: Give minimum necessary permissions
2. Regular audits: Review user list quarterly
3. Offboarding process: Have a standard removal procedure
4. Document access: Keep records of who has what access
5. Prompt removal: Remove users quickly when they leave

Troubleshooting

User can’t log in

1. Check if user is suspended
2. Verify email address is correct
3. Have user reset password
4. Check if invitation was accepted

Invitation not received

1. Check spam/junk folder
2. Verify email address spelling
3. Resend invitation
4. Try a different email address

Can’t change role

1. Verify you have admin permissions
2. Can’t change your own role to lower
3. Can’t modify organization owner

Next Steps

• Configure roles and permissions
• Security settings