# User Management

Administrators can manage user accounts for their organization.

Updated over a month ago

## Accessing User Management

{% stepper %}
{% step %}
Go to **Settings**
{% endstep %}

{% step %}
Select **Users**
{% endstep %}
{% endstepper %}

## 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

{% stepper %}
{% step %}
Go to **Settings** > **Users**
{% endstep %}

{% step %}
Click **+ Invite User**
{% endstep %}

{% step %}
Enter their details:

* **Email** — Their email address
* **Name** — Full name
* **Role** — Select appropriate role
  {% endstep %}

{% step %}
Click **Send Invite**
{% endstep %}
{% endstepper %}

### What Happens Next

{% stepper %}
{% step %}
User receives an email invitation
{% endstep %}

{% step %}
They click the link to set up their account
{% endstep %}

{% step %}
They create a password
{% endstep %}

{% step %}
They can start using Kaana
{% endstep %}
{% endstepper %}

## Pending Invitations

View invitations that haven't been accepted:

* See pending invites
* Resend if needed
* Cancel invitations

## Editing Users

### Update User Details

{% stepper %}
{% step %}
Find the user in the list
{% endstep %}

{% step %}
Click their name
{% endstep %}

{% step %}
Edit details:

* Name
* Role
* Status
  {% endstep %}

{% step %}
Save changes
{% endstep %}
{% endstepper %}

### Change User Role

{% stepper %}
{% step %}
Open the user
{% endstep %}

{% step %}
Select new role from dropdown
{% endstep %}

{% step %}
Save
{% endstep %}
{% endstepper %}

Role changes take effect immediately.

## Deactivating Users

When someone leaves or no longer needs access:

{% stepper %}
{% step %}
Find the user
{% endstep %}

{% step %}
Click **Deactivate**
{% endstep %}

{% step %}
Confirm
{% endstep %}
{% endstepper %}

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:

{% stepper %}
{% step %}
Filter to show inactive users
{% endstep %}

{% step %}
Find the user
{% endstep %}

{% step %}
Click **Reactivate**
{% endstep %}

{% step %}
They can log in again
{% endstep %}
{% endstepper %}

## Deleting Users

Permanently remove a user:

{% stepper %}
{% step %}
Open the user
{% endstep %}

{% step %}
Click **Delete**
{% endstep %}

{% step %}
Confirm deletion
{% endstep %}
{% endstepper %}

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](https://replit.com/t/kaana/repls/geraldwsotoka-12-19#help/team-permissions/roles.md) for details.

## Bulk Operations

Manage multiple users:

{% stepper %}
{% step %}
Select users using checkboxes
{% endstep %}

{% step %}
Choose an action:

* Change role
* Deactivate
* Send reminder email
  {% endstep %}

{% step %}
Apply to all selected
{% endstep %}
{% endstepper %}

## 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