Inviting & Managing Users

Below is a comprehensive guide on how to invite new users into SoterAI, assign or change their roles, and manage user memberships at both the Organization and Workspace levels.

Overview: Who Can Invite and Manage Users?

• Organization Owners

• Can invite users to the Organization itself, making them Organization Members.

• Automatically have access to all Workspaces and Sub-workspaces within the Organization.

• Can manage (add, remove, or reassign) any user across the Organization.

• Workspace Managers

• Can invite new users directly to the Workspace they manage (and any Sub-workspaces under it).

• Can remove or reassign roles for users within that Workspace or its Sub-workspaces.

Note: Standard Users, Read-Only Users, and Chat-Only Users cannot invite new members or manage roles.

Inviting Users to an Organization vs. a Workspace

Inviting at the Organization Level

1. Go to the Organization’s “Members” Page

• Only visible to Organization Owners (and sometimes designated admins, depending on your setup).

2. Click on “Invite Members"

• Enter the user’s email address.

• Select a role. At the Organization level, the typical roles are Owner or Member.

3. Send Invitation

• The new user will receive an email prompting them to accept the invitation and set up their account.

4. Post-Acceptance Access

• As soon as the invited user accepts, they become part of the Organization.

• Important: Being an Organization Member doesn’t automatically grant them access to any specific Workspace until you explicitly give them a Workspace-level access.

Inviting Directly to a Workspace (or Sub-workspace)

1. Open the Workspace

• Navigate to the Workspace (or Sub-workspace) where you want to invite the user.

• You must be a Manager of that Workspace (or an Organization Owner).

2. Access "Members" under Workspace Settings

• Look for the button “Invite Members"

3. Enter User Details

• Provide the user’s email address.

• Assign a Workspace role: Manager, User, Read-Only User, or Chat-Only User.

• Click Send Invitation 

4. Invitation Token & Confirmation

• The system generates an invite token and sends an email to the user.

• Once the user accepts, they will have immediate access to that Workspace (and any Sub-workspaces below it).

5. Inviting Multiple Users at Once (optional)

• Click “Add Another One” in the invitation modal if you want to invite multiple teammates in a single batch.

Assigning & Changing Roles

1. Where to Change Roles

• Organization Owners can change a user’s Organization-level role in the Organization Settings → Members section.

• Workspace Managers (and above) can change a user’s Workspace-level role under Workspace Settings → Members.

2. Role Upgrade vs. Downgrade

• In a Sub-workspace: You can upgrade a user’s role (e.g., from User to Manager) but not forcibly downgrade an inherited role. For example, if someone is a Manager in the parent Workspace, you can’t make them a simple User in the Sub-workspace.

3. Practical Examples

• Promote a User to Manager: If you need someone to create Sub-workspaces or invite others, change their role to Manager.

• Demote a Manager to User: This is possible only if the user’s Manager role is not inherited from a parent Workspace. Otherwise, you’d need to change the role at the parent level.

Removing Users or Reassigning Managers

1. Removing a User from a Workspace

• Go to Workspace Settings → Members.

• Locate the user and click Remove or Revoke Access.

• This will prevent the user from accessing that Workspace and any Sub-workspaces beneath it.

2. Removing a User from the Organization

• Go to Organization Settings → Members.

• Locate the user and click Remove.

• They lose access to all Workspaces and Sub-workspaces within the Organization.

3. Reassigning a Manager

• If you remove a Manager role from a user, you as the Owner will then be the Manager of that Workspace, until you invite a new one.

Common Invitation & User Management Scenarios

1. User Already Exists in the Workspace

• Attempting to invite someone who’s already a member? The system will show an error message, such as “User already in this Workspace.”

• You can simply update their existing role if you need to change their permissions.

2. User Not Part of the Organization, But Invited at the Workspace

• The system automatically adds them to the Organization as a Member.

• They will also appear under the Workspace with the specified role (e.g., Manager, User, etc.).

3.User’s Email Already in Use

• If the user has previously signed up for SoterAI under the same email (in another Organization), they can join yours but may need to accept the new invitation.

• If the system says the email is already taken, ensure the user logs in with their existing credentials to accept the new invite.

4. Resending an Invitation

• If a user didn’t receive the invite email (spam filters, typos), you can often resend. We allow a “Resend Invitation” next to pending invitations.

5. Expired or Invalid Invitation Tokens

• Invitations can expire after a set period. If so, select update or renew invitation.

6. Best Practices

1. Use Clear Roles

• Assign roles that reflect actual responsibilities to maintain security and clarity (e.g., not everyone needs to be a Manager).

2. Remove Inactive Users

• Periodically review membership. If someone no longer needs access, remove them to avoid confusion and potential security risks.

3. Check Subscriptions

• If your subscription expires, users (except Owners) may lose access to Workspaces. Make sure to renew promptly so your team can keep working without interruption.

4. Keep Org vs. Workspace Roles Straight

• Organization-level roles (Owner, Member) are about billing and global permissions.

• Workspace-level roles (Manager, User, etc.) govern day-to-day operations in each Workspace.

If you encounter any issues beyond what’s covered here, reach out to SoterAI Support or consult your Organization Owner/Manager for further assistance.