# Adding and Managing Users

This guide explains how enterprise administrators can add, manage, and organize users within your [PromptOwl](https://promptowl.ai) organization.

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## 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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-d6c1f4f2cc8c7140c6a4d5520ae100fec9f0e180%2F01-teams-page-with-indicator.png?alt=media)

> **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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-41d4b00c5410e849b1ad32b42927c1c3be3288b5%2F01-create-team-button.png?alt=media)

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                            |

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### 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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-d59ea5c38abe99c66dbecdd77c881e0046640074%2F01-edit-team-role-dropdown.png?alt=media)

***

### 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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-d59ea5c38abe99c66dbecdd77c881e0046640074%2F01-edit-team-role-dropdown.png?alt=media)

***

### 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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-9e713ca65645f516f49567739abf9ace91bb9d69%2F01-delete-confirmation.png?alt=media)

> **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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-cf33e93177a850886028d621285586b71472c78f%2F01-create-team-form.png?alt=media)

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### 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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-c4fdbb6882e6230f27f4b66ae6aef2c1e1b25f70%2F01-team-editing-interface.png?alt=media)

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### 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](https://2674312020-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fyx5Kw0SnZ528fbZfaaip%2Fuploads%2Fgit-blob-baee330d5282506f59a2c3b09fd0fe9db723a85c%2F01-share-modal-team.png?alt=media)

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## 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

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## 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

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## 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://promptowl.gitbook.io/promptowl-docs/enterprise-guides/02-editing-and-maintaining-prompts)
* [Adding and Organizing Documents](https://promptowl.gitbook.io/promptowl-docs/enterprise-guides/03-adding-and-organizing-documents)
* [Reviewing and Managing Annotations](https://promptowl.gitbook.io/promptowl-docs/enterprise-guides/04-reviewing-and-managing-annotations)