Adding and Managing Users

Learn how to add users, assign roles, and manage teams in PromptOwl's enterprise AI prompt platform with role-based access control.

This guide explains how enterprise administrators can add, manage, and organize users within your PromptOwl 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

Screenshot: Admin Panel Navigation

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

Screenshot: Add User Modal

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"

Screenshot: Users Table

---

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

Screenshot: Edit User Modal

---

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.

Screenshot: Delete Confirmation

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

Screenshot: Create Team Form

---

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

Screenshot: Team Management

---

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.

Screenshot: Share with Team

---

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

• Adding and Organizing Documents

• Reviewing and Managing Annotations