Managing Users & Permissions

This guide explains how to manage users, assign roles, and control access to your Amplifi platform.

Understanding User Management

Effective user management ensures that:

• The right people have access to the right information
• Sensitive data remains secure
• Administrative tasks are properly assigned
• Users have appropriate permissions for their roles

User Roles Explained

Amplifi uses a role-based access control system with the following primary roles:

Role	Access Level	Responsibilities	Typical Position
Admin	Complete platform control	Manage users, workspaces, and settings	IT administrator, Department head
Member	Use existing resources	Access workspaces, search data, create reports	Business analyst, Team member
Developer	Technical configuration	Set up integrations, configure data sources	Data engineer, Developer

Managing Users

Adding New Users

1. Navigate to Organization Settings > Users
2. Click Add User button
3. Enter the user's:
   • Email address
   • First and last name
   • Role (Admin, Member, or Developer)
   • Department (optional)
4. Click Send Invitation

The new user will receive an email invitation to join your Amplifi organization.

Editing Users

To modify an existing user's details:

1. Go to Organization Settings > Users
2. Find the user in the list
3. Click the Edit icon (pencil)
4. Update their:
   • Name
   • Role
   • Department
   • Contact information
5. Click Save Changes

Deactivating Users

When someone leaves your organization:

1. Navigate to Organization Settings > Users
2. Find the user in the list
3. Click the Deactivate button
4. Confirm the deactivation

Deactivated users:

• Cannot log in to the platform
• Remain in the system for audit purposes
• Can be reactivated later if needed

Reactivating Users

To restore access for a deactivated user:

1. Go to Organization Settings > Users
2. Click the Show Inactive filter
3. Find the deactivated user
4. Click Reactivate
5. Confirm the action

Workspace Permissions

Beyond organization-level roles, you can set specific permissions for each workspace:

Assigning Users to Workspaces

1. Navigate to your workspace
2. Click Settings > Team
3. Select Add Member
4. Search for users in your organization
5. Assign one of these workspace roles:
   • Workspace Admin: Full control of this workspace
   • Workspace Member: Can use the workspace but can't change settings
   • Workspace Viewer: Read-only access
6. Click Add

Modifying Workspace Access

To change a user's workspace permissions:

1. Go to the workspace
2. Click Settings > Team
3. Find the user in the list
4. Use the dropdown menu to change their role
5. Or click Remove to revoke access entirely

Creating Custom Roles (Enterprise Feature)

If the standard roles don't meet your needs, you can create custom roles:

1. Navigate to Organization Settings > Roles
2. Click Create Role
3. Enter a Role Name and Description
4. Configure permissions for:
   • Data sources (view, edit, create, delete)
   • Destinations (view, edit, create, delete)
   • Models (view, train, deploy)
   • Analytics (view, export)
   • Settings (access, modify)
5. Click Create

Security Best Practices

To maintain platform security:

• Follow the principle of least privilege - give users only the access they need
• Regularly audit user accounts - remove or downgrade unnecessary access
• Require strong passwords - enable password complexity requirements
• Enable two-factor authentication - especially for admin accounts
• Create role-specific training - ensure users understand their permissions

User Activity Monitoring

Track how users interact with the platform:

1. Go to Organization Settings > Audit Logs
2. View activity such as:
   • Logins and login attempts
   • Data source connections
   • Model training activities
   • Search and query history
   • Configuration changes
3. Filter by:
   • User
   • Action type
   • Date range
   • Success/failure status

Common User Management Scenarios

Department Reorganization

When teams change:

1. Update user departments in their profiles
2. Reassign workspace access as needed
3. Review role assignments to ensure they match new responsibilities

Contractor Access

For temporary team members:

1. Add them as regular users with appropriate roles
2. Set a reminder to deactivate their accounts when the contract ends
3. Consider using custom roles with limited permissions

Mergers or Acquisitions

When combining organizations:

1. Export user lists from both systems
2. Create a plan for role consolidation
3. Add users to the primary Amplifi organization
4. Assign appropriate roles and workspace access

Troubleshooting Common Issues

User Can't Access a Workspace

• Verify they have been added to the workspace
• Check their role permissions
• Ensure the workspace is active

Admin Can't See All Settings

• Verify they have the Admin role at the organization level
• Check if their browser is blocking any content
• Clear browser cache and try again

Email Invitations Not Received

• Ask the user to check spam/junk folders
• Verify the email address is correct
• Resend the invitation
• Contact your IT department about email filtering

Next Steps

After setting up your user management:

Need help with user management? Contact our support team at support@amplifi.io