Manage users

In short: Via Account > Users you invite colleagues, set their role (account-wide and, if needed, per organisation), decide which organisations they can access and permanently remove a user from the team. Users belong to the account, not to one organisation.

Where to find this

Go to Account > Users. Click a row to open the detail page of that user.

Who: only an Account admin. Other roles do not see the list and cannot invite anyone. User management is always account-wide; with multiple organisations this is also stated at the top of the page.

The user list

Use the Search field to filter by name or email address. Use the Refresh button to reload the list. aishaa remembers your sorting, page size and search term in your browser. If the list is empty, you will see “You haven’t created any users yet” with the button Create new user.

Invite a team member

1. Click Create new user at the top right. The Invite a team member dialogue opens (“Give someone secure access to aishaa.”).
2. Enter the Username: 2 to 64 characters, only letters, numbers and spaces. Use the name colleagues recognise this person by.
3. Enter the Email address. The invitation and the activation link are sent to this address.
4. Choose a Role: Viewer, Agent, Team lead, Organisation admin or Account admin. Agent is selected by default. You can still change the role and organisation access on the next page.
5. Click Send invitation.

The Invite a team member dialogue via Account > Users > Create new user, with the Username, Email and Role fields and the Send invitation button.

What happens next:

• The user receives an email with a personal link to activate the account and set a password.
• The user immediately gets access to the organisation you are working in at that moment. You add other organisations on the detail page.
• aishaa immediately opens the detail page of the new user.

Possible messages:

An email address and a username can only occur once in aishaa.

Set the role

The detail page shows the Account details card with the username and email address (both read-only) and the drop-down list Account-wide role. Choose Viewer, Agent, Team lead, Organisation admin or Account admin there. The change is saved immediately; you will see User role is updated. What each role is allowed to do is described in Roles and permissions.

The detail page of a user with the cards Account details (Account-wide role), Roles per organisation, Organisation access, Access overview and Remove from team.

Role per organisation

The Roles per organisation card (“Deviate from the account-wide role for specific organisations.”) only appears if the account has more than one organisation and the account-wide role is not Account admin. For each organisation you choose:

The role per organisation comes on top of the account-wide role: in that organisation the permissions of both roles apply together. For example, you can make someone an Agent account-wide and a Team lead in one organisation. You cannot choose Account admin per organisation; by definition that role applies to the whole account. If you set the account-wide role to Account admin, all deviating roles per organisation lapse.

Organisation access

The Organisation access card (“Choose which organisations this user can work in.”) shows a checkbox for each organisation. Tick the organisations the user has access to; every change is saved immediately (Organisation access updated.).

• For an Account admin, instead of the checkboxes it says: This role has access to every organisation in the account.
• If a user has no access anywhere, it says: This user currently has no organisation access. Tick at least one organisation so the user can work.

On the right is the Access overview card with the role and the number of organisations, for example 2 of 3.

External accounts

The External accounts card (How this person is known in connected systems) only appears if a connected system of the organisation knows users, for example to record an action in a colleague’s name. The explanation: A connected system can record actions in this person’s name when it knows their own identifier there. Leave a field empty to let the system find the person by e-mail address.

For each connection, fill in the fields that system asks for and click Save. You see External accounts saved or The external accounts could not be saved.

Remove a user

The Remove from team card (“Permanently revoke this user’s access to aishaa.”) explains: “The user will no longer be able to sign in or access any organisation in this account. This action cannot be undone.”

1. Click Delete.
2. Confirm the question Are you sure you want to delete (name)?
3. You will see User (name) is deleted. and return to the list.

Removing is permanent and the only way to take away someone’s access; there is no separate function to deactivate a user temporarily. Tickets, messages and analyses from the past keep showing the name of the removed user.

Good to know

• There is no overview of pending invitations and no button to resend an invitation. How a colleague sets or resets a password is described in Signing in and password.
• A new user gets the language of the organisation you invite them in. The user can then choose their own language in My profile.
• You cannot change the username and email address on this page after the invitation.
• A user cannot change their own role or organisation access; only an Account admin can do that.
• You return to the list with Back to team at the top of the detail page.
• You do not set which support group a colleague is in here, but under Organisation > Topics > Support groups. See Support groups and work distribution.
• You can also invite colleagues from the onboarding, with the same invitation and starting role. See Setting up aishaa with the onboarding.

Related

• Roles and permissions
• Invite your team
• Signing in and password
• Working with multiple organisations
• My profile