User Management
Learn how to manage user accounts, assign roles and permissions, invite new users, and handle account deactivation on the PromptReports platform.
User Management Overview#
The User Management section allows administrators to control who has access to the platform and what they can do. From here, you can view all users, invite new team members, assign roles, and manage account statuses. Effective user management is essential for maintaining platform security and ensuring users have appropriate access levels.
Invite Users
Send invitations to new users via email with role assignment.
Manage Roles
Assign and modify user roles to control access levels.
Deactivate Accounts
Disable user access while preserving their data and history.
Viewing Users#
The Users list provides a comprehensive view of all accounts on your platform. You can search, filter, and sort users to quickly find the information you need.
Search Users
Search by name, email, or username to quickly locate specific users.
Filter & Sort
Filter by role, status, creation date, or last active date.
| Column | Description |
|---|---|
| Name | User's full name and profile picture |
| Primary email address for the account | |
| Role | Current assigned role (Admin, Editor, Viewer, etc.) |
| Status | Account status (Active, Pending, Deactivated) |
| Created | Date the account was created |
| Last Active | Most recent login or activity timestamp |
| Actions | Quick access to edit, view, or manage the user |
Roles & Permissions#
PromptReports uses a role-based access control (RBAC) system. Each user is assigned a role that determines their permissions across the platform. Understanding roles is crucial for proper access management.
| Role | Description | Key Permissions |
|---|---|---|
| Super Admin | Full platform control with all permissions | All actions, including admin management |
| Admin | Platform administration capabilities | User management, settings, content oversight |
| Manager | Team and content management | Team management, report approval, template editing |
| Editor | Content creation and editing | Create/edit reports, prompts, templates |
| Viewer | Read-only access to content | View reports, download exports, comment |
| Guest | Limited external access | View shared content only |
Custom Roles
Adding New Users#
There are two ways to add new users to the platform: sending email invitations or creating accounts directly. The invitation method is recommended as it allows users to set their own passwords securely.
Navigate to User Management
Enter user details
Assign a role
Configure options
Send invitation
Bulk Invitations
Editing User Accounts#
Administrators can modify user account details, change roles, and update permissions at any time. Changes take effect immediately.
Profile Information
Update name, email, department, and other profile details.
Role Assignment
Change user roles to grant or restrict access levels.
Password Reset
Force a password reset or send a reset link to the user.
Security Settings
Enable/disable 2FA requirements or session restrictions.
- Click on a user row to open their detail panel
- Select "Edit" from the actions menu
- Modify the desired fields
- Click "Save Changes" to apply updates
- The user will be notified of significant changes via email
Deactivating Accounts#
When a user leaves the organization or no longer needs access, you should deactivate their account rather than deleting it. Deactivation preserves all data and audit history while preventing further access.
| Action | Effect | Reversible |
|---|---|---|
| Deactivate | Blocks login while preserving data and content | Yes |
| Suspend | Temporary block with automatic reactivation date | Yes (automatic) |
| Delete | Permanently removes account and optionally content | No |
Content Ownership
Locate the user
Open user details
Transfer content (optional)
Deactivate account
Verify deactivation
Bulk Operations#
For efficiency when managing large numbers of users, the admin panel supports bulk operations:
Bulk Import
Upload a CSV file to create multiple user accounts at once.
Export Users
Download user data as CSV for reporting or external analysis.
Bulk Invite
Send invitations to multiple email addresses simultaneously.
Bulk Role Change
Update roles for multiple selected users at once.
CSV Format
User Activity & Audit#
The user audit log tracks all significant account activities for security and compliance purposes. Administrators can review activity for individual users or across the entire platform.
| Event Type | Description | Tracked Data |
|---|---|---|
| Login | User authentication events | Timestamp, IP address, device info |
| Logout | Session termination events | Timestamp, session duration |
| Password Change | Password modification | Timestamp, change method |
| Role Change | Permission modifications | Old role, new role, changed by |
| Profile Update | Account information changes | Fields changed, old/new values |
| Content Access | Report and template views | Resource accessed, timestamp |
| API Usage | API key usage and calls | Endpoint, response code, timestamp |
Activity Timeline
Chronological view of all user actions and events.
Security Alerts
Flagged suspicious activities like failed logins or unusual access patterns.
Compliance Reports
Generate audit reports for compliance requirements and reviews.