User Management

Administrators can manage user accounts for their organization.

Updated over a month ago

Accessing User Management

1

Go to Settings

2

Select Users

Viewing Users

User List

See all users in your organization:

• Name and email

• Role

• Status (active/inactive)

• Last login

Filtering

Filter users by:

• Role — Admin, Member, Guest

• Status — Active, inactive

• Search — Name or email

Adding Users

Invite a New User

1

Go to Settings > Users

2

Click + Invite User

3

Enter their details:

• Email — Their email address

• Name — Full name

• Role — Select appropriate role

4

Click Send Invite

What Happens Next

1

User receives an email invitation

2

They click the link to set up their account

3

They create a password

4

They can start using Kaana

Pending Invitations

View invitations that haven't been accepted:

• See pending invites

• Resend if needed

• Cancel invitations

Editing Users

Update User Details

1

Find the user in the list

2

Click their name

3

Edit details:

• Name

• Role

• Status

4

Save changes

Change User Role

1

Open the user

2

Select new role from dropdown

3

Save

Role changes take effect immediately.

Deactivating Users

When someone leaves or no longer needs access:

1

Find the user

2

Click Deactivate

3

Confirm

Deactivated users:

• Cannot log in

• Don't appear in active lists

• Their data is preserved

• Can be reactivated later

Reactivating Users

Restore access to a deactivated user:

1

Filter to show inactive users

2

Find the user

3

Click Reactivate

4

They can log in again

Deleting Users

Permanently remove a user:

1

Open the user

2

Click Delete

3

Confirm deletion

Warning: This permanently removes the user. Their data may be reassigned or deleted.

User Roles

Assign appropriate roles:

Role	Access Level
Admin	Full access, manage users
Member	Standard access
Guest	Read-only access

See Roles & Permissions for details.

Bulk Operations

Manage multiple users:

1

Select users using checkboxes

2

Choose an action:

• Change role

• Deactivate

• Send reminder email

3

Apply to all selected

User Activity

View user activity:

• Last login date

• Projects they own

• Tasks assigned

• Recent actions

Best Practices

Regular Review

• Audit users periodically

• Remove inactive accounts

• Update roles as needed

Onboarding

• Use appropriate roles for new users

• Provide training resources

• Set up initial project access

Offboarding

• Deactivate promptly when people leave

• Transfer ownership of their items

• Review what they owned