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User Management

Company Admins can invite new users, manage existing accounts, and configure user access.

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User List

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Viewing Users

Access the user list:
  1. Navigate to Administration > User Management
  2. View all users in your organization
  3. Filter by role, status, or team
  4. Search by name or email

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User Information Displayed

  • Name & Email: User identification
  • Role: Current permission level
  • Status: Active, Pending, Inactive
  • Last Login: Most recent access
  • Simulations: Count of assigned/completed
  • Actions: Edit, deactivate, delete options

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Inviting Users

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Email Invitation

1

Click 'Invite User'

Button located at top of user list
2

Enter Email Address

Provide the email address (or multiple, comma-separated)
3

Assign Role

Select: Participant, Content Creator, or Company Admin
4

Add to Team (Optional)

Assign to an existing team
5

Personalize Message (Optional)

Add a welcome message to the invitation email
6

Send Invitation

Click Send Invite to dispatch email
Users receive an email with a unique invitation link valid for 7 days.

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Bulk Invitation

Invite multiple users at once:
  1. Click Bulk Invite button
  2. Upload CSV file with columns: Email, Name, Role
  3. Review import preview
  4. Confirm to send all invitations
CSV Format: 
email,name,role
john@example.com,John Doe,participant
jane@example.com,Jane Smith,content_creator

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Join Codes

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Creating a Join Code

For workshops or bulk onboarding:
1

Navigate to Join Codes

Administration > Join Codes
2

Create New Code

Click + Generate Join Code
3

Configure Code

  • Code Name: Internal reference
  • Default Role: Role for users joining with this code
  • Expiration: Optional expiry date
  • Usage Limit: Max number of uses (optional)
4

Generate

System creates unique alphanumeric code
5

Share Code

Distribute code via email, presentation, or document

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Managing Join Codes

  • Active Codes: Currently valid codes
  • Expired Codes: Past expiration date
  • Deactivate: Manually disable a code
  • Usage Stats: See how many joined with each code

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Managing Existing Users

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Editing User Details

1

Locate User

Find user in the list or use search
2

Click Edit

Select edit icon or click on user row
3

Update Information

  • Change name
  • Update email (requires re-verification)
  • Modify role
  • Adjust team assignments
4

Save Changes

Click Update User
Role changes take effect immediately. Users may need to refresh their session.

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Changing User Roles

To promote or demote a user:
  1. Edit the user
  2. Select new role from dropdown
  3. Save changes
  4. User’s permissions update automatically
Be cautious when granting Company Admin roles. Admins have full access to manage all users and settings.

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Deactivating Users

Temporarily disable a user’s access:
  1. Select user from list
  2. Click Deactivate button
  3. Confirm action
  4. User cannot log in but data is preserved
When to Deactivate:
  • Employee on leave
  • Temporary suspension
  • Account under review

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Deleting Users

Permanently remove a user (use with caution):
  1. Select user
  2. Click Delete action
  3. Type user’s email to confirm
  4. User and their data removed
Deleting a user is permanent and cannot be undone. Their simulation results and content may be affected. Consider deactivating instead.

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User Status

Active Users
  • Account is enabled
  • Can log in and use platform
  • Receiving notifications
  • Counted toward subscription limit

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Team Assignments

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Adding Users to Teams

  1. Edit user
  2. In Teams section, select team(s)
  3. Save changes
  4. User now appears in team roster

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Removing from Teams

  1. Edit user
  2. Uncheck team(s) to remove
  3. Save
  4. User loses access to team-specific simulations

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Bulk Team Assignment

Assign multiple users to a team at once:
  1. Select multiple users (checkboxes)
  2. Click Bulk Actions > Assign to Team
  3. Choose team
  4. Confirm action

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Filtering Users

Narrow the user list:
  • By Role: Show only Admins, Creators, or Participants
  • By Status: Active, Pending, Inactive
  • By Team: Members of specific team
  • By Activity: Last login date range
Find users quickly:
  • Search by name
  • Search by email
  • Search by user ID

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Sorting

Click column headers to sort:
  • Name (A-Z or Z-A)
  • Last login (newest or oldest)
  • Date added (newest or oldest)
  • Role

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User Export

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Exporting User Data

Download user list for reporting:
  1. Click Export button
  2. Choose format: CSV or Excel
  3. Select fields to include
  4. Download file
Exported Fields:
  • Name, Email, Role, Status, Last Login, Teams, Simulations Completed

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Pending Invitations

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Managing Pending Invites

View and manage sent invitations:
  1. Go to Pending Invitations tab
  2. See all invitations awaiting acceptance
  3. Actions available:
    • Resend: Send invitation email again
    • Revoke: Cancel invitation
    • Change Role: Update assigned role before acceptance

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Expired Invitations

Invitations expire after 7 days:
  • Appear in Expired tab
  • Can resend to generate new link
  • Original link becomes invalid

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Best Practices

Group users into teams by department, location, or function for easier management and targeted training.
Grant the minimum necessary permissions. Most users should be Participants; reserve Admin for trusted personnel.
Periodically review user list to deactivate departed employees and verify roles are still appropriate.
Use bulk invite and bulk team assignment for onboarding large groups efficiently.
Follow up on pending invitations after a few days to ensure users received and can access the email.
Keep a record of why users were deactivated for compliance and audit purposes.

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Troubleshooting

  1. Check if email address is correct
  2. Ask user to check spam/junk folder
  3. Resend invitation
  4. Verify your company’s email sending settings
Users who created scenarios or completed simulations may have constraints. Try deactivating instead, or contact support.
User may need to log out and back in. Clear browser cache if issue persists.
Your subscription has a user limit. Deactivate inactive users or upgrade your plan.

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Next Steps

Role Assignments

Configure detailed permissions

Company Settings

Manage organization configuration