> ## Documentation Index
> Fetch the complete documentation index at: https://docs.valiyou.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Users

> Invite users, manage permissions, and control team access with role-based permissions

<Frame>
  <img src="https://mintcdn.com/valiyou/HuuIJ0RfKl0Slejd/images/platform/team-management/overview.png?fit=max&auto=format&n=HuuIJ0RfKl0Slejd&q=85&s=cd081cba6416f8829e9dd135d485530c" alt="Team Management" width="2732" height="2048" data-path="images/platform/team-management/overview.png" />
</Frame>

Comprehensive team member management including invitations, role assignments, permission control, and user administration.

## Accessing Team Management

Navigate to **Platform** → **Users** from the sidebar to access team management.

<Note>
  **Permission Required**: User Management permission or Admin access required to view and manage team members.
</Note>

## Page Layout

### Page Header

* **Title**: "Users"
* **Invite User Button**: Top right (primary blue button, rounded)
  * Disabled if seat limit reached (shows "Limit reached")
  * Opens Invite User modal

### Users Grid

* Masonry grid layout (responsive columns)
* User cards with permissions and actions
* Sorted: Active users first, then by email alphabetically

### Empty State

* Icon: Users icon
* Title: "No users yet"
* Message: "Get started by inviting your first user"
* Action: "Invite User" button

## User Cards

Masonry grid of user cards with comprehensive user information.

### Grid Layout

**Responsive Columns**:

* Desktop (>1280px): 3 columns
* Tablet (1024-1280px): 2 columns
* Mobile (\<640px): 1 column

**Auto-height**: Cards adjust height based on content (permissions expanded/collapsed)

### Card Structure

Each user card displays:

#### Header Section

**User Information (Left)**:

* **Email Address**: Primary identifier (bold, medium text)
* **Status Badge**: Active (green) or Pending (yellow) with dot indicator
* **Joined Date**: "Joined DD/MM/YYYY" format
* **Last Session**: "Last session X ago" (active users only)

**Avatar (Right)**:

* 40×40px circular avatar
* Shows uploaded profile picture or default user icon
* **Admin Indicator**: Green dot badge on bottom-right if user has Admin role

<Tip>
  **Admin Visual**: Users with Admin role have a small green indicator dot on their avatar for quick identification.
</Tip>

#### Permissions Section

**Collapsible Permissions**:

* **Header**: "Permissions" label with up/down chevron
* **Click to Expand**: Shows full permissions tree
* **Default**: Collapsed (click to expand)

**When Expanded**:

* Full permissions tree with all roles
* Checkboxes for each permission
* Nested structure (Admin → Sub-roles)
* Real-time toggle (optimistic updates)

**Permissions Tree Structure**:

```
☑ Admin
  ├─ Valuations
  │  ├☑ Dashboard
  │  ├─ Valuations
  │  │  ├☑ Edit Sales Value
  │  │  ├☑ Edit Transfer Value
  │  │  ├☑ Edit Marketing Value
  │  │  └☑ Edit Brand Value
  │  ├☑ Reports
  │  └☑ Methods
  ├─ Sponsorships
  │  ├☑ Sponsors
  │  ├☑ Packages
  │  ├☑ Library
  │  ├☑ Proposals
  │  └☑ Analytics
  └─ Platform
     ├☑ Users
     ├─ Settings
     │  ├☑ General
     │  ├☑ SSO
     │  └─ Advanced
     │     └☑ Audit Log
     ├☑ Billing
     ├☑ Plugins
     └☑ API

☐ Approver (independent permission, not under Admin)
```

<Info>
  **Admin Auto-Check**: Enabling Admin automatically grants all sub-permissions. Disabling Admin only removes the Admin flag, keeping other permissions intact.
</Info>

#### Actions Section

**Two Action Buttons** (bottom of card):

**Send Reset Link** (Left):

* Text: "Send reset link"
* Action: Sends password reset email to user
* **Disabled**: For pending invitations (not yet active)
* Confirmation modal: "Send Password Reset Link"

**Revoke** (Right):

* Text: "Revoke" (red text)
* Action: Removes user from organization or cancels invitation
* **Active Users**: "Remove User" confirmation
* **Pending Invitations**: "Cancel Invitation" confirmation
* Destructive action (requires confirmation)

## Invite User

Add new team members to your organization via email invitation.

### Opening Invite Modal

**Triggers**:

* Click "Invite User" button (page header)
* Click "Invite User" in empty state
* Keyboard shortcut (if configured)

**Seat Limit Check**:

* If limit reached: Shows "Limit Reached" modal instead
* If under limit: Opens Invite User modal

### Invite User Modal

**Modal Structure**:

* Title: "Invite User"
* Close button (X, top right)
* Email input field
* Permissions tree selector
* Cancel and Send Invitation buttons

**Email Field**:

* Label: "Email Address"
* Placeholder: "[colleague@company.com](mailto:colleague@company.com)"
* Validation: Must be valid email format
* Required field

**Permissions Tree Selector**:

* Same structure as user card permissions
* Pre-select appropriate roles
* **Admin Auto-Select**: Checking Admin checks all sub-roles
* **Approver**: Independent checkbox (not under Admin)

**Action Buttons**:

* **Cancel**: Close without sending
* **Send Invitation**: Send invitation email (primary blue button)

### Invitation Process

**Step 1: Submit Invitation**:

1. Enter email address
2. Select permissions/roles
3. Click "Send Invitation"
4. Modal closes on success

**Step 2: Invitation Sent**:

* User added to grid with "Pending" status (yellow badge)
* Invitation email sent to recipient
* Card shows pending state (no "Send reset link" button)

**Step 3: Recipient Receives Email**:

* Email contains:
  * Organization name
  * Inviter's name
  * Assigned roles/permissions
  * Invitation link
  * Expiration date

**Step 4: Recipient Accepts**:

* Click invitation link
* Log in or sign up with same email
* Accept invitation
* User status changes to "Active" (green badge)
* Card enables all features

<Warning>
  **Email Match Required**: Recipients must use the exact email address that received the invitation. Invitations cannot be transferred to different addresses.
</Warning>

## Managing Permissions

Control what team members can access and do in your organization.

### Permission Roles

**Admin**:

* Full access to everything
* Can manage all users and settings
* Automatically includes all sub-permissions
* Green indicator dot on avatar

**Dashboard**:

* View dashboard overview
* See organization metrics

**Reports**:

* Access valuation reports
* View analytics

**Sales (CFO)**:

* Manage sales value in valuations
* View financial data

**Transfer**:

* Manage player transfers
* Edit transfer values

**Marketing**:

* Manage marketing value
* Edit media data

**Brand**:

* Manage brand indicators
* Edit brand multiplier

**Users**:

* Invite and manage team members
* Assign permissions (except Admin)
* Remove users

**Billing**:

* Access billing page
* Manage subscription
* View invoices

**Settings**:

* Edit organization settings
* Configure defaults

**Plugins**:

* Enable/disable plugins
* Configure integrations

**Audit Log** (Enterprise only):

* View audit trail
* Export logs

**API**:

* Create API keys
* Manage API access

**Approver** (Independent):

* Approve valuations
* Review reports
* Not auto-granted with Admin

<Info>
  **Granular Control**: Assign only the permissions each team member needs. Follow principle of least privilege for security.
</Info>

### Granting Permissions

**Method 1: During Invitation**:

1. Open Invite User modal
2. Check desired permissions in tree
3. Send invitation
4. User receives those permissions on acceptance

**Method 2: Edit Existing User**:

1. Find user card
2. Click "Permissions" to expand
3. Check/uncheck permissions
4. Changes save automatically (optimistic update)
5. Confirmation modal appears for each change

**Permission Change Confirmation**:

* Title: "Grant Permission" or "Revoke Permission"
* Message: "Grant '\[Role Name]' permission to \[email]?"
* Buttons: "Grant"/"Revoke" (destructive for revoke) or "Cancel"

<Tip>
  **Instant Updates**: Permission changes apply immediately with optimistic UI updates. If the server request fails, changes are reverted automatically.
</Tip>

### Revoking Permissions

**Process**:

1. Expand permissions on user card
2. Uncheck permission checkbox
3. Confirmation modal appears
4. Click "Revoke" to confirm
5. Permission removed instantly (optimistic update)

**Special Cases**:

* **Admin Removal**: Removes only Admin flag, keeps other permissions
* **All Permissions**: Removing all permissions leaves user with no access (valid state)
* **Pending Users**: Cannot modify permissions (must wait for acceptance)

### Permission Hierarchy

**Admin Behavior**:

* **Granting Admin**: Automatically grants all sub-permissions
* **Revoking Admin**: Only removes Admin flag, preserves other permissions
* **Manual Grant All**: If user has all sub-permissions, Admin is auto-granted

**Example Scenarios**:

**Scenario 1: Grant Admin**

* Before: User has \[Reports, Sales]
* Action: Check Admin
* After: User has \[Admin, Dashboard, Reports, Sales, Transfer, Marketing, Brand, Users, Billing, Settings, Plugins, Log, API]

**Scenario 2: Revoke Admin**

* Before: User has \[Admin, Dashboard, Reports, Sales, ... all]
* Action: Uncheck Admin
* After: User has \[Dashboard, Reports, Sales, ... all except Admin]

**Scenario 3: Grant All Manually**

* Before: User has \[Dashboard, Reports, Sales, Transfer, Marketing, Brand, Users, Billing]
* Action: Check Settings, Plugins, Log, API (now has all)
* After: User automatically gets \[Admin, ... all]

## Removing Users

Remove team members or cancel pending invitations.

### Removing Active Users

**Process**:

1. Find user card
2. Click "Revoke" button (red text)
3. Confirmation modal appears:
   * Title: "Remove User"
   * Message: "Remove \[email] from organization?"
   * Buttons: "Revoke" (red) or "Cancel"
4. Click "Revoke" to confirm
5. User removed from organization
6. Card disappears from grid

**What Happens**:

* User loses access to organization immediately
* User's data (valuations, edits) remains intact
* User receives notification email (optional)
* Can be re-invited later

### Canceling Pending Invitations

**Process**:

1. Find pending user card (yellow "Pending" badge)
2. Click "Revoke" button
3. Confirmation modal appears:
   * Title: "Cancel Invitation"
   * Message: "Cancel invitation for \[email]?"
   * Buttons: "Cancel" (red) or "Cancel" (gray)
4. Click red "Cancel" to confirm
5. Invitation cancelled
6. Card disappears from grid

**What Happens**:

* Invitation link becomes invalid
* Pending user can no longer accept
* Must send new invitation to re-invite

<Warning>
  **Permanent Action**: Removing users or canceling invitations cannot be undone. The user must be re-invited to regain access.
</Warning>

## Sending Password Reset Links

Help team members reset their passwords without admin intervention.

**Process**:

1. Find user card (must be Active, not Pending)
2. Click "Send reset link" button
3. Confirmation modal appears:
   * Title: "Send Password Reset Link"
   * Message: "Send password reset link to \[email]?"
   * Buttons: "Send" or "Cancel"
4. Click "Send" to confirm
5. Password reset email sent
6. Success notification appears

**Email Contents**:

* Password reset link
* Expiration time (usually 1 hour)
* Instructions

**User Resets Password**:

1. Click link in email
2. Enter new password
3. Confirm new password
4. Password updated
5. Redirected to login

<Tip>
  **Self-Service**: Users can request password resets themselves via the login page. This admin feature is for helping users who haven't received or can't find the reset email.
</Tip>

## Seat Limits

Organization plans have seat limits for team members.

### Understanding Seat Limits

**Seat Calculation**:

* **Active Users**: Count towards limit
* **Pending Invitations**: Count towards limit
* **Owner**: Always counts (cannot be removed)

**Plan Limits**:

* Starter: 3 seats
* Professional: 10 seats
* Enterprise: Unlimited (or custom limit)

**Current Usage Display**:

* Shown in Limit Reached modal
* Format: "X / Y seats used"

### Limit Reached Modal

**Triggered When**:

* Clicking "Invite User" when at seat limit
* Attempting to invite beyond limit

**Modal Contents**:

* Title: "Seat Limit Reached"
* Message: "You've reached your plan's seat limit"
* Current usage: "X / Y seats"
* Upgrade prompt (if applicable)
* Buttons: "Upgrade Plan" or "Close"

**Actions**:

* **Upgrade Plan**: Redirects to billing page (if permission)
* **Close**: Closes modal
* **Remove Users**: Free up seats by removing inactive users

<Info>
  **Manage Seats**: Remove inactive users or pending invitations to free up seats without upgrading.
</Info>

## Permissions

Different permissions control access to team management:

| Permission          | Can View Users | Can Invite | Can Edit Permissions    | Can Remove Users | Can Send Reset Links |
| ------------------- | -------------- | ---------- | ----------------------- | ---------------- | -------------------- |
| **Admin**           | ✅ Yes          | ✅ Yes      | ✅ Yes (including Admin) | ✅ Yes            | ✅ Yes                |
| **User Management** | ✅ Yes          | ✅ Yes      | ✅ Yes (except Admin)    | ✅ Yes            | ✅ Yes                |
| **Other Roles**     | ❌ No           | ❌ No       | ❌ No                    | ❌ No             | ❌ No                 |

<Note>
  **Admin Assignment**: Only Admins can grant or revoke Admin permission. Users with User Management permission cannot modify Admin status.
</Note>

## Common Use Cases

### Onboarding New Team Member

1. Navigate to **Platform** → **Users**
2. Click **"Invite User"**
3. Enter team member's email
4. Select appropriate permissions:
   * New analyst: Reports, Dashboard
   * Sales manager: Sales, Dashboard, Reports
   * Full access: Admin (grants all)
5. Click **"Send Invitation"**
6. Inform team member to check email
7. Wait for acceptance (card shows "Active" when done)

### Promoting User to Admin

1. Find user card
2. Click **"Permissions"** to expand
3. Check **"Admin"** checkbox
4. Confirmation modal appears
5. Click **"Grant"**
6. User now has full access (green dot on avatar)

### Demoting Admin to Regular User

1. Find admin user card (has green dot)
2. Expand permissions
3. Uncheck **"Admin"** checkbox
4. Confirmation modal appears
5. Click **"Revoke"**
6. User keeps other permissions, loses Admin status
7. Green dot disappears from avatar

### Removing Inactive User

1. Find inactive user card
2. Click **"Revoke"** button
3. Confirmation: "Remove \[email] from organization?"
4. Click red **"Revoke"** to confirm
5. User removed, seat freed up

### Troubleshooting Forgotten Password

1. User contacts you about forgotten password
2. Find their card in Users page
3. Click **"Send reset link"** button
4. Confirm sending
5. User checks email for reset link
6. User resets password via link

### Managing Seat Limits

1. Check current usage (number of active + pending users)
2. If at limit:
   * **Option 1**: Remove inactive/pending users
   * **Option 2**: Purchase additional seats via [Platform → Billing](/platform/billing/billing)
   * **Option 3**: Upgrade plan via [Platform → Billing](/platform/billing/billing)
3. Invite new user after freeing seats

## Troubleshooting

### Can't Access Users Page

**Reasons**:

* No User Management permission
* Not an Admin

**Fix**:

* Request User Management permission from Admin
* Ask owner to grant Admin role

### Invite Button Disabled ("Limit reached")

**Reasons**:

* Seat limit reached
* No billing permission to upgrade

**Fix**:

* Remove inactive users or cancel pending invitations
* Purchase additional seats via [Platform → Billing](/platform/billing/billing)
* Upgrade plan via [Platform → Billing](/platform/billing/billing)
* Contact organization owner

### Can't Modify Admin Permission

**Reasons**:

* User has User Management permission (not Admin)
* Cannot grant/revoke Admin without being Admin

**Fix**:

* Request Admin permission
* Ask current Admin to make the change

### Permission Changes Not Saving

**Check**:

* Network connection stable
* User is Active (not Pending)
* You have permission to edit that role

**Try**:

* Refresh page
* Clear browser cache
* Check browser console for errors
* Try again

### User Can't Accept Invitation

**Common Issues**:

1. **Wrong Email**: Must log in with invited email
   * Solution: Log out, use correct email

2. **Invitation Expired**: Link no longer valid
   * Solution: Cancel old invitation, send new one

3. **Already Accepted**: Link already used
   * Solution: User should log in normally

4. **Email Not Received**: Spam folder or typo
   * Solution: Check spam, verify email address, resend

### Send Reset Link Not Working

**Reasons**:

* User status is "Pending" (must be Active)
* Email service temporarily unavailable
* User's email invalid

**Fix**:

* Wait for user to accept invitation first
* Try again in a few minutes
* Verify email address is correct
* Check with user if email was received (spam folder)

## Next Steps

<CardGroup cols={2}>
  <Card title="Assign Roles" icon="user-tag" href="/platform/team-management#roles-and-permissions">
    Give team members appropriate permissions
  </Card>

  <Card title="Remove Inactive Users" icon="user-minus" href="/platform/team-management#removing-team-members">
    Clean up old users to free seats
  </Card>

  <Card title="Upgrade Plan" icon="credit-card" href="/platform/billing/usage">
    Get more seats if needed
  </Card>

  <Card title="Invite Team Members" icon="user-plus" href="/getting-started/invite-team-members">
    Add new team members to your organization
  </Card>

  <Card title="Audit Log" icon="list-check" href="/platform/audit-log">
    Review user activity and permission changes
  </Card>
</CardGroup>

<Tip>
  **Security Best Practice**: Follow the principle of least privilege - give team members only the permissions they need to do their job. Review permissions regularly and remove unnecessary access.
</Tip>