User Management

The User Management system allows you to invite team members, assign roles and permissions, and control access to your Trust Center Admin interface. Maintain security while enabling collaboration across your compliance and customer success teams.

What You'll Learn

• How to invite and manage team members
• Understanding roles and permission levels
• Managing user access and security settings
• Monitoring user activity and login patterns
• Handling user lifecycle and access revocation

Prerequisites

• Admin role required for full user management
• Account Manager role can view team members but not modify
• Access to the Trust Center Admin interface
• Understanding of your organization's access control requirements

User Management Overview

The main users page provides comprehensive team member management with role-based access control and security monitoring.

The user management dashboard showing team members, roles, and access control settings

Key Features

👥 Team Directory

• View all team members with roles and status
• Search and filter users by role, status, or department
• Quick access to user profiles and settings
• Recent activity and login tracking

🛡️ Role-Based Access Control

• Predefined roles with appropriate permissions
• Custom role creation for specific needs
• Granular permission management
• Inheritance and role hierarchies

📧 Invitation Management

• Send secure email invitations to new team members
• Track invitation status and expiry
• Resend or revoke pending invitations
• Bulk invitation capabilities

🔐 Security Controls

• Two-factor authentication requirements
• Session management and timeout controls
• Login activity monitoring and alerts
• Password policy enforcement

User Roles and Permissions

Standard Roles

Role Permissions Matrix

Custom Roles

Role Customization:

• Create roles tailored to specific job functions
• Combine permissions from different areas
• Set role hierarchy and inheritance rules
• Apply time-based or conditional access

Permission Granularity:

• Resource-Level: Control access to specific features
• Action-Level: Define what users can do (read, write, delete)
• Data-Level: Restrict access to specific accounts or documents
• Time-Based: Temporary access grants or scheduled permissions

Managing Team Members

Inviting New Users

User Invitation Process

1. Click "Invite User" to start the invitation workflow
2. Enter Email Address of the new team member
3. Select Role from available options or create custom role
4. Set Access Level including any specific restrictions
5. Add Personal Message (optional) to the invitation email
6. Send Invitation - user receives secure email with setup link
7. Track Status and resend if needed

User Lifecycle Management

Onboarding:

• Welcome Process: Guided setup for new users
• Training Resources: Links to documentation and tutorials
• Initial Permissions: Start with minimal access and expand as needed
• Mentorship Assignment: Pair new users with experienced team members

Active Management:

• Regular Reviews: Quarterly access reviews and role adjustments
• Permission Updates: Modify access based on changing responsibilities
• Security Monitoring: Track login patterns and unusual activity
• Performance Integration: Align access with performance reviews

Offboarding:

• Access Revocation: Immediate account deactivation upon departure
• Data Transfer: Reassign owned resources to other team members
• Session Termination: Force logout from all active sessions
• Audit Trail: Maintain records of user actions for compliance

Security and Authentication

Authentication Requirements

Security Standards:

• Strong Passwords: Minimum complexity requirements
• Two-Factor Authentication: Optional or mandatory 2FA
• Single Sign-On: Integration with corporate identity providers
• Session Management: Configurable timeout and concurrent session limits

Session and Access Controls

Session Security:

• Automatic Timeout: Sessions expire after inactivity
• Concurrent Sessions: Limit number of simultaneous logins
• Device Tracking: Monitor and manage authorized devices
• Remote Logout: Force logout from all sessions if needed

Access Monitoring:

• Login Attempts: Track successful and failed login attempts
• IP Address Tracking: Monitor access from unusual locations
• Device Fingerprinting: Identify and approve new devices
• Activity Logging: Comprehensive audit trail of user actions

Compliance and Auditing

Audit Requirements:

• Access Logs: Detailed records of all user activities
• Permission Changes: Track role and permission modifications
• Login History: Complete authentication and session records
• Data Access: Monitor access to sensitive compliance information

Compliance Features:

• Regular Access Reviews: Scheduled permission audits
• Segregation of Duties: Prevent conflicting role assignments
• Approval Workflows: Require approval for sensitive permission changes
• Reporting: Generate compliance reports for auditors

Advanced User Management

Bulk Operations

Efficiency Features:

• Bulk Invitations: Invite multiple users from CSV or email list
• Role Updates: Change roles for multiple users simultaneously
• Permission Sync: Apply permission changes across user groups
• Status Changes: Activate, deactivate, or delete multiple accounts

Integration Capabilities

External Systems:

• LDAP/Active Directory: Sync with corporate directory services
• SAML SSO: Integrate with identity providers like Okta, Azure AD
• SCIM Provisioning: Automated user provisioning and deprovisioning
• HR Systems: Sync with HRIS for automated lifecycle management

Organizational Features

Team Structure:

• Departments: Organize users by department or function
• Teams: Create cross-functional project teams
• Hierarchies: Implement reporting relationships and approvals
• Groups: Manage permissions through group membership

Troubleshooting

Common User Issues

Invitation Problems:

• Email Not Received: Check spam filters and email delivery logs
• Expired Invitations: Invitations expire after 7 days, resend if needed
• Wrong Role: Edit invitation or user role after acceptance
• Domain Restrictions: Verify email domain is allowed for invitations

Access Issues:

• Permission Denied: Review user role and specific permissions
• Login Failures: Check password requirements and account status
• 2FA Problems: Provide backup codes or reset 2FA settings
• Session Timeouts: Adjust session timeout settings if needed

Security Incidents

Compromised Accounts:

• Immediate Steps: Deactivate account and force password reset
• Investigation: Review access logs and identify potential damage
• Communication: Notify affected users and stakeholders
• Prevention: Implement additional security measures

Unauthorized Access:

• Detection: Monitor for unusual login patterns or access
• Response: Investigate and document security incidents
• Remediation: Update permissions and security policies
• Prevention: Enhance monitoring and access controls

Best Practices

Access Management Strategy

Principle of Least Privilege:

• Grant minimum permissions necessary for job function
• Regularly review and reduce excessive permissions
• Use time-bound access for temporary needs
• Implement approval workflows for elevated permissions

Role Design:

• Create roles based on job functions, not individuals
• Keep roles simple and understandable
• Document role purposes and responsibilities
• Regular review and updating of role definitions

Security Hygiene

Regular Maintenance:

• Quarterly Access Reviews: Review all user permissions
• Annual Role Audits: Update role definitions and permissions
• Monthly Activity Reviews: Monitor user activity patterns
• Continuous Monitoring: Alert on suspicious activities

Training and Awareness:

• Onboarding Training: Security awareness for new users
• Regular Updates: Keep team informed of security policies
• Incident Response: Train users on reporting security issues
• Best Practices: Share security tips and guidelines

Common Tasks

Next Steps

Related Resources

• API Documentation: Users
• Security Best Practices
• Role-Based Access Control Guide
• SSO Integration Setup

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Need help with user management? Check our security documentation or contact the admin team for access control assistance.