Manage Users

User management allows organization administrators to control team member access, assign roles, and manage permissions in Scriptix.

User Management Overview

Who Can Manage Users?

Only users with ORGADMIN role can:

• Invite new users
• Change user roles
• Deactivate users
• Remove users from organization
• View all user activity

User Account Types

Active Users

• Full access to assigned features
• Can log in and work
• Count toward user limit
• Consume organization resources

Pending Users

• Invitation sent but not accepted
• Cannot log in yet
• Don't count toward user limit
• Invitation expires in 7 days

Deactivated Users

• Temporarily suspended
• Cannot log in
• Data preserved
• Can be reactivated
• Don't count toward user limit

Viewing Users

User List

Access user management:

1. Go to Settings → Team or Users
2. View all users in organization
3. See user details at a glance

User Information Displayed

Each user entry shows:

Basic Information:

• Profile photo (if set)
• Full name
• Email address
• User ID

Status Information:

• Current role (ORGADMIN, CONTRIBUTOR, etc.)
• Account status (Active, Pending, Deactivated)
• Last login date
• Account created date

Activity Metrics:

• Documents created
• Transcription minutes used
• Last active timestamp
• API usage (for DEVELOPER role)

Search and Filter

Search Users:

• Search by name
• Search by email
• Quick find user

Filter Options:

• By role (ORGADMIN, CONTRIBUTOR, CUSTOMER, DEVELOPER)
• By status (Active, Pending, Deactivated)
• By activity (Active this month, Inactive 30+ days)
• By join date

Sort Options:

• Alphabetically by name
• By role
• By last active date
• By join date
• By usage (most to least)

Adding Users

Invite Single User

1. Click Invite User or Add User
2. Fill in user details:

Required Fields:

• Email address - Work email of new team member
• Role - Select appropriate role

Optional Fields:

• First name
• Last name
• Personal invitation message
• Initial folder access (if applicable)

3. Review role permissions
4. Click Send Invitation

Invitation Email

User receives email containing:

Email Contents:

• Organization name
• Name of person who invited them
• Assigned role
• Acceptance link (expires in 7 days)
• Getting started guide link
• Organization branding (if configured)

User Actions:

1. Click invitation link
2. Create Scriptix account or sign in
3. Set password (if new user)
4. Accept invitation
5. Access organization workspace

Bulk User Import

Add multiple users at once:

1. Click Bulk Import or Import Users
2. Download CSV template
3. Fill in user information:

CSV Format:

email,first_name,last_name,role
alice@company.com,Alice,Johnson,CONTRIBUTOR
bob@company.com,Bob,Smith,CONTRIBUTOR
carol@company.com,Carol,Williams,CUSTOMER
david@company.com,David,Brown,DEVELOPER

4. Upload completed CSV file
5. Review import preview:
   • Valid entries (green)
   • Errors (red with explanation)
   • Warnings (yellow)
6. Fix any errors
7. Click Import Users
8. All valid users receive invitations

Common Import Errors:

• Invalid email format
• Duplicate email (user already exists)
• Invalid role name
• Missing required fields

Pending Invitations

Manage outstanding invitations:

1. Go to Users → Pending Invitations tab
2. View all sent invitations:
   • Email address
   • Invited by
   • Role assigned
   • Sent date
   • Expiration date
   • Status

Actions Available:

• Resend Invitation - Send email again
• Copy Link - Share invitation link manually
• Change Role - Update role before acceptance
• Cancel Invitation - Revoke invitation

Invitation Troubleshooting

Invitation not received:

• Check spam/junk folder
• Verify email address is correct
• Check email server isn't blocking
• Resend invitation
• Copy link and send manually

Invitation expired:

• Create new invitation
• User can request new invite

User can't accept:

• Check invitation link is complete
• Try different browser
• Clear browser cache
• Contact support

Managing User Roles

View User Role

See user's current role:

1. Find user in list
2. Role displayed in "Role" column
3. Click user name for full details

Change User Role

Update user permissions:

1. Click ⋯ (more options) next to user
2. Select Change Role
3. Select new role from dropdown:
   • ORGADMIN
   • CONTRIBUTOR
   • CUSTOMER
   • DEVELOPER
4. Review permission changes
5. Click Update Role
6. User receives email notification
7. Changes take effect immediately

Important Notes:

• User may need to log out and back in
• Changing to lower privilege removes access
• Changing to CUSTOMER restricts file uploads
• Only ORGADMINs can change roles

Promoting to Admin

Special considerations when promoting to ORGADMIN:

1. Confirm user should have full admin access
2. Change role to ORGADMIN
3. User gains:
   • User management access
   • Billing access
   • Organization settings access
   • All document access
4. Inform user of new responsibilities

Best Practice: Limit ORGADMIN role to 2-3 trusted users

User Activity

View User Activity

See what users are doing:

1. Click on user name
2. View activity tab showing:
   • Recent transcriptions
   • Documents created
   • Files uploaded
   • Comments posted
   • Last login
   • API calls (if applicable)

Activity Metrics

Per-User Statistics:

• Total transcription minutes used
• Number of documents created
• Number of files uploaded
• Comments contributed
• Folders created
• Glossaries used
• Custom models used

Time-Based Activity:

• Activity this week
• Activity this month
• Activity trends over time
• Peak usage times

Inactive Users

Identify inactive users:

1. Filter by "Inactive 30+ days"
2. See users who haven't logged in recently
3. Consider:
   • Sending reminder email
   • Checking if still needed
   • Deactivating account
   • Removing from team

Benefits of Removing Inactive Users:

• Reduce license costs
• Improve security
• Clean user list
• Free up seats for active users

Deactivating Users

Temporary Deactivation

Suspend user access temporarily:

1. Click ⋯ next to user
2. Select Deactivate User
3. Choose reason (optional):
   • On leave
   • Contractor project ended
   • Security concern
   • Other
4. Confirm deactivation

What Happens:

• User immediately logged out
• Cannot log in
• Documents remain intact
• Still visible in user list (marked deactivated)
• Doesn't count toward user limit
• Can be reactivated anytime

When to Deactivate:

• Employee on extended leave
• Seasonal contractors between projects
• Investigation or security review
• Temporary access suspension

Reactivate User

Restore deactivated user:

1. Filter by "Deactivated" status
2. Find user
3. Click Reactivate
4. Confirm reactivation
5. User can log in immediately
6. All previous access restored
7. User receives reactivation email

Removing Users

Permanently Remove User

Delete user from organization:

1. Click ⋯ next to user
2. Select Remove from Team
3. Choose document handling:

Option 1: Transfer Documents

• Select another user to receive documents
• All documents transferred
• Ownership changed

Option 2: Keep in Shared Space

• Documents remain accessible
• Marked as created by [Removed User]
• Team can still access

Option 3: Delete Documents

• Permanently delete all documents
• Cannot be recovered
• Use with caution

4. Confirm removal
5. User immediately loses access

What Happens:

• User removed from organization
• Access revoked immediately
• Email notification sent (optional)
• Freed up user seat
• Can be re-invited later (as new user)

warning

Removing a user is permanent. Their account within your organization is deleted. To rejoin, they need a new invitation.

Considerations Before Removing

Ask Yourself:

• Are their documents still needed?
• Should ownership be transferred?
• Is this permanent or temporary?
• Could deactivation be better?

Better Alternatives:

• Deactivate if temporary
• Change to CUSTOMER if need view-only access
• Transfer ownership before removing

User Permissions

Permission by Role

See Roles & Permissions for detailed breakdown.

Quick Reference:

Action	ORGADMIN	CONTRIBUTOR	CUSTOMER	DEVELOPER
Upload files	✅	✅	❌	✅
Create transcripts	✅	✅	❌	✅
Edit documents	✅	✅	View only	✅
Delete own docs	✅	✅	❌	✅
Manage users	✅	❌	❌	❌
Access billing	✅	❌	❌	❌
API access	✅	❌	❌	✅

Custom Permissions (Enterprise)

Enterprise plans can create custom roles:

1. Go to Settings → Roles
2. Click Create Custom Role
3. Name the role
4. Select specific permissions
5. Assign to users

Example Custom Roles:

• Reviewer (can comment, not edit)
• Quality Checker (view all, edit none)
• Uploader (upload only, no editing)

User Profile Management

Update User Information

Admins can update user details:

1. Click on user name
2. Click Edit Profile
3. Update:
   • First name
   • Last name
   • Email address (requires re-verification)
   • Phone number
   • Job title
   • Department
4. Click Save Changes

Reset User Password

Help users who forgot password:

1. Click ⋯ next to user
2. Select Send Password Reset
3. User receives reset email
4. User clicks link to set new password

Alternatively:

• User can use "Forgot Password" on login page

Two-Factor Authentication

Manage 2FA for users:

Require 2FA:

1. Go to Settings → Security
2. Toggle Require 2FA
3. All users must enable 2FA on next login

Reset User's 2FA:

1. Click ⋯ next to user
2. Select Reset 2FA
3. User's 2FA removed
4. User must set up again on next login

User Limits

User Limits by Plan

Plan	Max Users	Notes
Free Trial	3	Limited trial
Starter	10	Small teams
Professional	50	Medium teams
Enterprise	Unlimited	Large orgs

Check Current Usage

See user count:

1. Go to Settings → Billing
2. View "Users: X / Y" (current / limit)
3. Shows active users only

Upgrade for More Users

When approaching limit:

1. Review inactive users (deactivate or remove)
2. If all users needed:
   • Go to Settings → Billing
   • Click Upgrade Plan
   • Select higher tier
   • Complete payment
   • Immediately can add more users

Bulk Operations

Bulk Actions

Perform actions on multiple users:

1. Select users using checkboxes
2. Click Bulk Actions dropdown
3. Choose action:
   • Change role
   • Deactivate
   • Send email
   • Export list
4. Confirm action

Export User List

Download user data:

1. Click Export Users
2. Choose format:
   • CSV
   • Excel
   • PDF
3. Select fields to include:
   • Basic info
   • Activity metrics
   • Login history
   • Usage data
4. Download file

Use Cases:

• Audit compliance
• Reporting to management
• User activity analysis
• License optimization

User Communication

Email All Users

Send announcement to team:

1. Click Email Team
2. Compose message:
   • Subject
   • Message body
   • Attachments (optional)
3. Preview email
4. Click Send

Use Cases:

• Platform updates
• Maintenance notifications
• New feature announcements
• Training sessions
• Policy changes

Email Specific Users

Contact subset of users:

1. Filter or search for users
2. Select users
3. Click Bulk Actions → Send Email
4. Compose and send

Best Practices

User Onboarding

When Adding Users:

1. Assign appropriate role
2. Add to relevant folders
3. Send welcome email
4. Provide training resources
5. Assign buddy/mentor
6. Schedule check-in after 1 week

Regular Maintenance

Monthly Tasks:

• Review user list
• Remove inactive users
• Check role assignments
• Audit permissions
• Update contact information

Security

Access Control:

• Limit ORGADMIN roles
• Review user access quarterly
• Remove ex-employees immediately
• Use deactivation for leaves
• Enable 2FA for sensitive roles

Monitoring:

• Track login activity
• Monitor unusual usage
• Review API access
• Check failed login attempts

Troubleshooting

User Can't Login

Check:

1. Account is active (not deactivated)
2. Password is correct
3. Email is verified
4. Organization subscription is active
5. No IP restrictions blocking user

Solutions:

• Send password reset
• Reactivate if deactivated
• Check subscription status
• Contact support

User Missing Permissions

Check:

1. User's current role
2. Role permissions
3. Specific document sharing
4. Organization settings

Solutions:

• Update user role
• Share document with user
• Check organization permissions

Can't Add More Users

Causes:

• Reached user limit for plan
• Billing issue

Solutions:

1. Remove inactive users
2. Deactivate temporarily unused accounts
3. Upgrade to higher plan
4. Contact sales for enterprise pricing

Next Steps

• Teams Overview - Team collaboration
• Roles & Permissions - Detailed permissions
• Share Projects - Document sharing