As a Company Admin, you can manage individual users in CoLab. This guide walks you through the process of creating and managing users in CoLab.
First navigate to the settings page by clicking on the company name on the top left of the screen, and selecting Company & Admin.
Click on the Users section in the left menu. You will see the entire list of users on this page. User-specific information displayed includes the user’s name, email, login type, company role, default workspace role, creation date, and status.
Creating new users
To create a new user, click the '+Add User' button.
A modal will appear for you to enter the user’s email, company role and default workspace role. Click the 'Create' button when finished.
Managing users by status
Users with admin privileges will also have an Admin badge next to their name. Only team members can be admins.
Users fall into one of for statuses, each of which is explained below.
Active: the user has created a CoLab account.
Uninitialized: the user has received a CoLab invite but has not created a CoLab account.
Archived: The user's profile that has been deleted, which has archived their account. Reactivating these users requires creating a new user with the same email in the Settings & Admin > Users page specifically.
Deactivated: the user's profile has been deactivated. These users can be easily reactivated.
To manage individual users, use the kebab menu (three dots) to the very right or right click on the user.
For Active users, admins can edit, deactivate, or delete the user profile.
For Uninitialized users, admins can edit, copy the account invite link, resend the account invite to their inputted email, or delete the user profile.
For Archived users, admins can edit or delete the user profile.
For Deactivated users, admins can edit, activate, or delete the user profile.
For all of the above, if the user has Multi-Factor Authentication (MFA) enabled, you will be able to reset their MFA from this menu as well.
You can edit a user's profile to update their email and roles.
You can search for users using the search bar. To apply filters, click the filters icon and choose filters based on user status, user type, and date created.
Managing your team member limit
Admins can see the number of users on the user management page. To increase your user cap, select the 'Manage team member limits' button.
Note: Increasing your team member limit will affect your subscription.
Creating new Guest users from a Portal
Guest user invites do not affect your Team Member subscription level. Portal Admins can invite new Guest users to CoLab by sending them a Portal invite during Portal creation or from an existing Portal.
Option 1: New Portal
During Portal creation, you can add Guest user emails directly in the Create Portal window. To invite new users, simply add their email in the Guests or Portal Admins dropdown.
Note: To be designated as a Portal Admin, the user must be a team member within the company.
Option 2: Existing Portal
In an existing Portal dashboard, click the Guests option in the summary, or the "Add or view members of the portal" option in the top right corner.
From the Portal Settings modal and under the Guests tab, you can add Guest user email addresses to invite them to the Portal.
