Users
The Users page allows administrators to manage team members, their roles, authentication options, and access permissions within the Ept AI system.
Overview
User management is critical for maintaining security and ensuring appropriate access to features and information. The system supports role-based access control and various authentication methods including single sign-on (SSO).
Key Capabilities
User Management Interface
Management Buttons and Navigation
The Users page includes several key management buttons for comprehensive user administration:
Users at a Glance:
- Main user list and management interface with comprehensive table view
- Search and filter capabilities for finding specific users
- Bulk operations and user status overview
- Primary interface for day-to-day user management
Invite Users:
- Send email invitations to new team members
- Role assignment during invitation process
- Pending invitation management and status tracking
- Bulk invitation capabilities for team onboarding
Onboard Your SSO:
- Single sign-on configuration and setup wizard
- Identity provider integration for enterprise authentication
- SSO enforcement settings and security controls
- Testing and validation tools for SSO connections
Invite User to Any Account:
- Cross-account user invitation capabilities
- Multi-tenant user management for organizations with multiple accounts
- Account-specific role assignment and access control
Search and Filter Controls
Search Box:
- Filter users by name, email address, or role
- Real-time search as you type
- Advanced filtering options for large user bases
Clear Filters Button:
- Quick reset to show all users
- Removes all active search and filter criteria
- Returns to full user list view
User Table
The main interface displays comprehensive user information:
| Column | Description |
|---|---|
| Name | User's full name |
| Roles | Multiple assigned roles (may include Admin, EptAdmin, EptViewer, AI Sales Pro, AI Performance Manager, Collaborator, Viewer) |
| Email Address | Primary contact email |
| Created | Account creation date |
| Status | Account status with dates (Active, Pending, Suspended) - displays status dates when applicable |
| User Management | Actions dropdown menu for user account management (accessed via actions menu, not row click) |
| Role Management | Actions for modifying user roles and permissions |
User Actions and Editing
- Actions Menu: Click the actions menu (not the row) to edit user details and manage permissions
- Role Assignment: Users can have multiple roles simultaneously for flexible access control
- Status Management: Status column shows dates for status changes (e.g., suspension dates, activation dates)
- Bulk Operations: Select multiple users for bulk role changes or status updates
User Roles and Permissions
Role Definitions
Viewer
Permissions:
- View data and reports
- Access assigned deal rooms (read-only)
- Use AI chat functionality
- Cannot modify configurations or invite users
Use Cases:
- External stakeholders
- Read-only access for executives
- Temporary access for consultants
Collaborator
Permissions:
- All Viewer permissions
- Edit content within shared deal rooms
- Provide feedback on AI responses
- Upload documents to assigned deal rooms
- Cannot access system configuration
Use Cases:
- Sales team members
- Support agents
- General users who need to interact with content
AI Sales Pro
Permissions:
- All Collaborator permissions
- Full access to Deal Rooms functionality
- Create and edit deal rooms
- Manage stakeholder data and relationships
- Access competitive intelligence and product signals
- Generate AI-powered sales collateral
- Export deal room data and reports
Use Cases:
- Sales professionals and account executives
- Sales engineers and technical sales staff
- Business development representatives
- Sales managers overseeing deals
Specialized Features:
- Deal Insights tab with win probability analysis
- Product/Project Signals "kill sheet" functionality
- Stakeholder management with LinkedIn integration
- CRM integration and data synchronization
- AI-generated proposals and one-pagers
AI Performance Manager
Permissions:
- Access to AI Performance Management tools only
- View and analyze all AI responses across channels
- Monitor conversation data and transcripts
- Access detailed reporting and analytics
- Configure Knowledge Source Configurations
- Contribute knowledge through brain-dump features
- Cannot access deal rooms or sales-specific features
Use Cases:
- AI quality analysts and performance managers
- Support team supervisors
- Knowledge management specialists
- Technical writers and content managers
Specialized Features:
- Full access to Responses, Conversations, and Reporting
- Knowledge source management and optimization
- Assessment and quality scoring oversight
- Cross-channel performance analysis
- Knowledge contribution and curation tools
Admin
Permissions:
- All role permissions combined
- Full system configuration access
- User management and role assignment
- Knowledge source management
- Channel configuration
- SSO setup and management
- System settings and integrations
Use Cases:
- IT administrators
- System owners
- Senior management with configuration responsibilities
EptAdmin
Permissions:
- Extended administrative capabilities for Ept platform management
- Advanced system configuration and integration management
- Cross-account administration for multi-tenant environments
- Platform-level user and account management
Use Cases:
- Ept platform administrators
- Multi-tenant environment managers
- Enterprise deployment administrators
EptViewer
Permissions:
- Enhanced read-only access across multiple accounts or tenants
- Cross-platform viewing capabilities for oversight roles
- Advanced reporting and analytics access
- Cannot modify configurations but has broader visibility than standard Viewer role
Use Cases:
- Executive oversight roles
- Compliance officers
- Multi-account auditors
User Invitation Process
Inviting New Users
Step 1: Access Invitation Interface
Click the Invite Users tab to access the invitation system.
Step 2: Configure Invitation
Required Information:
- Email Address: Recipient's email address
- Role Selection: Choose appropriate role (Viewer, Collaborator, AI Sales Pro, AI Performance Manager, Admin)
- Optional Message: Personal note to include in invitation
- Access Scope: Specify initial access permissions and any deal room assignments
Step 3: Send Invitation
The system sends an email invitation with:
- Welcome message and system overview
- Account setup instructions
- Temporary access link
- Role and permission information
Step 4: Monitor Status
Track invitation status in the user table:
- Pending: Invitation sent but not accepted
- Active: User has completed setup
- Expired: Invitation link has expired
Managing Pending Invitations
- Resend: Send reminder emails for pending invitations
- Modify: Change role before user accepts invitation
- Cancel: Remove pending invitations
- Bulk Actions: Manage multiple invitations simultaneously
Single Sign-On (SSO) Configuration
SSO Setup Process
Step 1: Access SSO Configuration
Navigate to Onboard Your SSO tab for identity provider setup.
Step 2: Identity Provider Integration
Configuration Requirements:
- Provider Metadata: Upload identity provider configuration
- Entity ID: Specify unique identifier for your organization
- Assertion URLs: Configure response endpoints
- Certificate: Upload security certificates for validation
Step 3: Testing and Validation
- Connection Test: Verify integration works correctly
- User Mapping: Ensure user attributes map correctly
- Permission Sync: Test role and permission synchronization
Step 4: Enforcement
Rollout Options:
- Optional SSO: Allow both SSO and local authentication
- Required SSO: Enforce SSO for all users
- Gradual Migration: Phase in SSO requirement over time
Supported Identity Providers
- Microsoft Azure AD / Office 365
- Google Workspace
- Okta
- OneLogin
- ADFS
- Custom SAML 2.0 providers
User Account Management
Account Actions
User Status Management
- Activate: Enable user access
- Suspend: Temporarily disable access while preserving data
- Deactivate: Permanently disable access
- Delete: Remove user and associated data (use carefully)
Role Modifications
- Promote: Upgrade user to higher privilege role
- Demote: Reduce user privileges
- Multiple Roles: Assign multiple roles if supported
- Custom Permissions: Fine-tune specific permissions
Password and Authentication
- Password Reset: Force password reset for security
- MFA Setup: Configure multi-factor authentication
- Session Management: View and terminate active sessions
- Login History: Audit user access patterns
Troubleshooting
Cannot Invite Users
If the invite functionality isn't working:
- Admin Privileges: Verify you have administrator rights
- Email Configuration: Check system email settings
- Network Access: Ensure email servers are accessible
- Spam Filters: Check if invitations are being blocked
- Domain Restrictions: Verify invited email domains are allowed
User Not Receiving Invitations
If users don't receive invitation emails:
- Spam Folder: Check recipient's spam/junk folders
- Email Accuracy: Verify email address is correct
- Resend Invitation: Use the resend function from the user table
- Email Delivery: Check system email logs for delivery issues
- Domain Blocking: Verify organization email policies
SSO Issues
If single sign-on isn't working:
- Configuration Review: Verify identity provider settings
- Certificate Validation: Check security certificates are current
- User Mapping: Ensure user attributes map correctly
- Network Connectivity: Test connection to identity provider
- Provider Status: Check identity provider service status
Permission Problems
If users can't access expected features:
- Role Verification: Check assigned roles in user table
- Permission Scope: Verify role permissions match expectations
- Deal Room Access: Check individual deal room permissions
- System Updates: Ensure permissions are current after role changes
- Cache Issues: Try having user log out and back in
Best Practices
Security Management
- Principle of Least Privilege: Assign minimal necessary permissions
- Regular Audits: Review user access and roles quarterly
- Prompt Offboarding: Immediately revoke access for departing employees
- Strong Authentication: Enforce strong passwords and MFA when possible
- Activity Monitoring: Review user activity logs regularly
User Onboarding
- Clear Communication: Explain role-specific features and expectations in invitations
- Role-Specific Training: Provide training materials tailored to each role (sales features for AI Sales Pro, performance management for AI Performance Manager)
- Gradual Access: Start with basic permissions and expand based on user needs and competency
- Feature Introduction: Introduce advanced features (deal rooms, performance analytics) progressively
- Support Contact: Ensure new users know how to get help for their specific role
- Progress Tracking: Monitor new user adoption and engagement with role-specific features
Administrative Operations
- Change Documentation: Log all permission and role changes
- Backup Procedures: Maintain records of user configurations
- Emergency Access: Ensure multiple administrators for continuity
- Regular Cleanup: Remove inactive or unnecessary accounts
- Compliance: Maintain audit trails for security compliance
Related Features
- Channels - User permissions affect channel access
- Knowledge Sources - Confidential sources require appropriate user roles
- Deal Rooms - Users need proper permissions for deal room access
- Responses - User activity generates response data for analysis