# Adding & Managing Users This guide explains how enterprise administrators can add, manage, and organize users within your [PromptOwl](https://promptowl.ai) organization. --- ## Overview PromptOwl provides two levels of user management: 1. **Enterprise Team Management** - Organization-wide user administration (Admin Panel) 2. **Project Team Management** - Prompt-specific team collaboration As an enterprise administrator, you can control who has access to your organization and manage their roles and permissions. --- ## Enterprise User Management ### Accessing the Admin Panel 1. Click on the **Admin** icon in the left sidebar 2. Select your organization from the list 3. Navigate to the **Users** tab > **Note:** Admin panel access requires enterprise administrator privileges. The Teams page shown here demonstrates team management functionality available to all users. --- ### Adding a New User To invite a new user to your organization: 1. Click the **Add User** button in the top right corner 2. Enter the user's email address 3. Select a role: - **Admin** - Full administrative access to manage settings, users, and all prompts - **User** - Standard access to use and create prompts 4. Click **Add User** to send the invitation The invited user will receive an email with instructions to join your organization. Until they sign up, they will appear with an "Invited" status. --- ### Understanding User Roles | Role | Capabilities | |------|-------------| | **Admin** | Full access to organization settings, user management, all prompts, and billing | | **User** | Create and use prompts, join teams, access Data Room | --- ### Viewing Team Members The Users tab displays all organization members with the following information: | Column | Description | |--------|-------------| | **Email** | User's email address | | **Name** | User's display name (if signed up) | | **Role** | Admin or User | | **Joined** | Date the user joined the organization | | **Added By** | Email of the admin who invited them | | **Added Via** | How they were added (signup, team, admin-panel) | | **Status** | Active or Inactive | | **Signup Status** | "Signed Up" or "Invited" | --- ### Editing a User's Role To change a user's role or status: 1. Find the user in the members table 2. Click the **...** (more options) menu on their row 3. Select **Edit Role** 4. Update the role or toggle their active status 5. Click **Save** --- ### Deactivating a User To remove a user's access without deleting their account: 1. Find the user in the members table 2. Click the **...** menu and select **Edit Role** 3. Toggle the **Status** to **Inactive** 4. Click **Save** Inactive users cannot log in or access any organization resources. Their data and history are preserved. --- ### Removing a User To permanently remove a user from your organization: 1. Find the user in the members table 2. Click the **...** menu 3. Select **Delete User** 4. Confirm the deletion in the popup > **Warning:** Removing a user is permanent. If you need to restore access, you'll need to re-invite them. > **Note:** The delete confirmation dialog appears when removing team members. For organization users, the confirmation may appear differently depending on your organization settings. --- ## Project Team Management Beyond organization-level access, you can create smaller teams for specific prompts or projects. ### Creating a Team 1. Click the **Teams** icon in the left sidebar 2. Click **Create New Team** 3. Enter a team name 4. Add team members by entering their email addresses (one per line or comma-separated) 5. Select a default role for new members: - **Owner** - Full control over team prompts - **Editor** - Can edit and publish prompts - **User** - Can only use prompts 6. Click **Add Members** to add them to the list 7. Adjust individual roles if needed using the dropdown next to each member 8. Click **Create Team** --- ### Understanding Team Roles | Role | View Prompts | Use Prompts | Edit Prompts | Publish | Manage Team | |------|-------------|-------------|--------------|---------|-------------| | **Owner** | Yes | Yes | Yes | Yes | Yes | | **Editor** | Yes | Yes | Yes | Yes | No | | **User** | Yes | Yes | No | No | No | --- ### Managing Team Members To edit an existing team: 1. Go to the **Teams** page 2. Click on the team card you want to edit 3. You can: - Add new members by entering emails - Change member roles using the dropdown - Remove members by clicking the trash icon 4. Click **Update Team** to save changes --- ### Sharing Prompts with Teams Once a team is created, you can share prompts with them: 1. Open a prompt from the Dashboard 2. Click the **Share** button 3. Check **Share with team** 4. Select the team from the dropdown 5. Click **Share** All team members will now have access based on their role permissions. --- ## Email Notifications PromptOwl automatically sends email notifications when: - A user is invited to the organization - A user is added to a team - Access permissions are changed Invitation emails include: - Organization/team name - Who invited them - Link to sign up or log in - List of prompts they can access --- ## Best Practices ### For Organization Management - Limit Admin roles to key personnel who need full access - Regularly review the Users list to remove inactive accounts - Use meaningful team names that reflect their purpose ### For Team Management - Create teams based on projects, departments, or use cases - Start users with the minimum required role (User) - Promote to Editor or Owner as responsibilities grow ### Security Recommendations - Audit user access quarterly - Deactivate users immediately when they leave the organization - Use the "Added By" column to track who approved access --- ## Troubleshooting ### User didn't receive invitation email 1. Check that the email address was entered correctly 2. Ask them to check their spam folder 3. Try removing and re-adding the user ### User can't access prompts 1. Verify they are in the correct team 2. Check their team role has sufficient permissions 3. Ensure the prompt is shared with their team ### Can't add user to enterprise team - The user may already exist in the system - Check if they were previously removed (you'll need to re-invite) - Verify you have Admin privileges --- ## Related Guides - [Editing and Maintaining Prompts](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/editing-maintaining-prompts) - [Adding and Organizing Documents](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/adding-organizing-documents) - [Reviewing and Managing Annotations](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/reviewing-managing-annotations)