User Management

Manage users, roles, groups, and enterprise directory for your AI for Work account.

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Only administrators can access User Management settings.

User Enrollment

User enrollment controls how users join your account. To change the enrollment mode, go to Admin Console > User Management > Users and click Change in the top navigation.

Enrollment Mode	Description
Open to Domain	Any user in your configured domain(s) can log in automatically.
Invite Only	Only users who receive an explicit invitation can join.
Manage users with AD Sync	Users are automatically added, updated, or removed by syncing with Google, Microsoft, or LDAP directory groups. Manage service accounts in the Service Account section.

Configure AD Sync Enrollment

1. Click Manage users with AD Sync. A pop-up shows the current user count.

2. Click Confirm to proceed.

3. Select a distribution list (DL) from your service account and assign a role.

   • All users enrolling through this DL receive the assigned role.
   • If a user belongs to multiple DLs, the highest role applies: Admin > Custom Admins > Members.

4. Click Sync now to preview the account delta — users to be added, removed, or updated.

5. Click Set Sync Now, choose a sync frequency and start time, then click Confirm.

   • Auto sync runs daily: it sends invites to new users, removes users no longer in the groups, and updates roles.

6. Click Save Configuration to apply all changes.

   

You cannot save the configuration if the admin making changes is not included in the admin DL.

AD Sync behavior reference:

Behavior	Detail
Suspend users	Admins can suspend users from the Users page even with AD Sync active.
Delete users or change roles	Not allowed while AD Sync is active.
Synced DLs	Created as user groups with the same name as the DL. Admins can rename or delete these groups.
Super Admins	Never removed from the account by sync.
Switching enrollment modes	Switching to Invite Only or Open to Domain retains all previously synced users.

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Users

Navigate to Admin Console > User Management > Users to view and manage all users across your network accounts.

User Statuses

Status	Description
Active	User can log in and interact with other users.
Invited	User was invited but has not yet accepted.
Suspended	User cannot log in. An admin can reactivate at any time.
Removed	Soft-deleted by an admin. The user can be restored to Active within 60 days, after which they are permanently deleted.

The Users table also displays: USERS (name + admin indicator), DESIGNATION, ROLE, and USER GROUP.

View User Details

To open the user details page:

• Hover over a username and click Open, or
• Click More in the last column of the user’s row.

The user details page shows Personal Details, Application Details, and Log Details.

Invite Users

By email:

1. Click Invite users in the top navigation.
2. Select the Add manual radio button.
3. Enter one or more email addresses.
4. Click Invite.

By file import:

1. Click Invite users in the top navigation.

2. Click Click to upload or drag and drop your file into the upload area.

   • See Format template for importing files for file preparation instructions.

3. Click Invite.

   

Search, Filter, Sort, and Group

Tool	Purpose
Search	Enter keywords to find specific users. Clear the field to view all.
Filter	Narrow the list by Status or Role.
Sort By	Order users by First name, Last name, or Last login time.
Group	Cluster users by shared attributes such as Status or Role.

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Roles

Roles control what each user can see and do. Two default roles exist: Admin and Member.

Modify an Existing Role

1. In the Users table, click the role displayed for the user you want to update.
2. Select the new role from the dropdown.
3. Confirm the change.

Create a Custom Role

1. Click Manage role from the User Management interface.

2. Click Add Role.

3. Enter a Role name — use a clear, descriptive name that reflects the role’s purpose.

   

4. Select one or more Access Permissions:

   Permission	Description
   User Management	Access to user and group management.
   Assist configuration	Access to assistant configuration settings.
   LLM Configuration	Access to LLM model settings.
   Security	Access to security settings.
   Analytics	Access to analytics and reporting.

5. Choose a Color to visually distinguish the role throughout the system.

At least one Access Permission must be selected to create a role.

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User Groups

User groups let you organize users by department, location, or any shared attribute. Groups are for administrative use only and are not visible to end users.

Navigate to Admin Console > User Management > User groups.

Column	Description
GROUP NAME	Click to edit the group name, description, or members.
DESCRIPTION	Optional group description.
CREATED BY	User who created the group.
CREATED ON	Date and time the group was created.

Use the Search field to find specific groups. Clear the field to view all.

Create a Group

1. Click Create group.

2. Enter a Group Name and, optionally, a Description.

3. Add users using one of these methods:

   Method	Steps
   Sync from distribution list	Search for a DL and click Start Syncing.
   Import from file	Click Click to upload. Supported formats: XLS, CSV.
   Add manually	Type the user’s name and select from the results.

4. Click Create group.

   

Modify a Group

1. On the User groups page, click the group name.
2. Edit the description, add users, or hover over a username and click the delete icon to remove them.
3. Click Back. Changes are auto-saved.

Delete a Group

1. On the User groups page, click the group name.
2. Click the delete icon.
3. In the confirmation dialog, click Delete.

Group deletion is permanent and cannot be undone.

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Enterprise Directory

Enterprise Directory provides centralized employee contact management with intelligent search, customizable filters, and rich contact profiles.

Access the Directory

1. Open the application and select Enterprise Directory.
2. Contacts appear ranked by designation in a hierarchical view.
3. To view your own contact card, go to your Profile section.

Search and Filter Contacts

• Search bar: Enter keywords for real-time results matching names, designations, departments, or any searchable field.
• Filters: Narrow results by Department, Designation, First Name, Location, or any custom filters your admin configures.

Contact cards display: Name, Designation, Team, Phone, Email, and any admin-configured fields.

Click a contact card to open a side panel. Expand to full-page view for complete details, including: Profile Picture, Name, Designation, Team, Email, Phone, Location, Time Zone, Employee ID, Manager, Reportees, Team Members, and any custom fields.

Admin Setup

Go to Admin Hub > Connections > Enterprise Directory, then click Add Directory Source to launch the Configuration Wizard.

Step 1: Source Configuration

1. Select Push Data to Directory through API as the data source.
2. Click Get API Details to Push Data to retrieve:
   • API endpoint URL
   • Authentication credentials
   • Required data format and schema
   • Sample API request payload
3. Integrate the API in your system to begin pushing employee data.

Step 2: Field Configuration

Configure the fields used to capture employee information.

Field Type	Behavior
Default fields	Name, Designation, Phone, Email — protected from deletion.
Custom fields	Add or remove at any time for organization-specific data.

At minimum, configure the four mandatory fields: Name, Designation, Phone, Email.

Step 3: Data Synchronization

The directory updates automatically each time your system pushes data via the API.

Feature	Detail
API Token	Access from Get API Details to Push Data. Include in the auth header of all API requests. Regenerate periodically for security.
Last updated	Timestamp of the most recent data push.
Record summary	Count of records added, updated, or deleted in the last push.
Manual updates	Call the Push API endpoint with updated employee data to trigger an immediate update.

Step 4: Display Settings

Hide conditions — Control which contacts are visible to end users:

Condition	Behavior
Full string match	Hides contacts where the field exactly matches the specified value.
Starts with	Hides contacts where the field begins with the specified prefix.

Example: To hide test accounts, set Email starts with test@, or Name full string match equals Test User.

Detail card layout — Customize field order and visibility:

1. Click Edit Layout.
2. Drag and drop fields to reorder them. Name, Designation, Phone, and Email are fixed at the top.
3. Hide non-essential fields. The four mandatory fields cannot be hidden.
4. Preview changes in real time.

Filter settings — Select single-select fields (e.g., Department, Designation, Location) to expose as search filters for end users. Only fields with discrete values can be used as filters.

Step 5: Publish the Directory

1. Push at least one contact record via the API — publishing requires at least one record.
2. Choose a publishing scope:
   • Publish to all users: Makes the directory immediately available to everyone in the account.
   • Keep unpublished: Saves the configuration for later activation.
3. Click Publish.

After publishing, the admin view shows: publish status, last updated date, record count summary, display settings overview, and a live preview of the directory.

Hide individual contacts: In the admin preview, hover over a contact card and click the hide icon. The contact remains in the directory data but is not visible to users.

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