User Management

The Users section of the admin console lets you manage who has access to your organization’s Flexivity AI account. You can invite team members, assign roles to control what they can do, and remove users who no longer need access.

Inviting Team Members

To invite a new user:

1. Navigate to Users in the sidebar
2. Click Invite User
3. Enter the person’s email address
4. Select a role: Admin, Knowledge Manager or Read Only
5. Click Send Invite

The invited user will receive an email with a link to set up their account. They will create a password and then be able to log in to the admin console at app.flexivity.ai .

Note: Invitation emails expire after 7 days. If an invite expires before the recipient sets up their account, you can resend the invitation from the Users list by clicking the resend icon next to their name.

Managing Roles

Flexivity AI has three user roles:

Admin

Admins have full access to the admin console:

• Connect, configure and remove help desks
• Set how the AI behaves, on AI Configuration
• View and manage billing, including changing plans
• Invite and remove users, and change their roles
• Everything a Knowledge Manager can do

Knowledge Manager

For the people who look after your knowledge base. A Knowledge Manager sees everything a Read Only user sees, and can use the Knowledge Builder fully:

• Start and delete analysis runs, and change the Analysis Period
• Generate drafts, push them to your help desk, and dismiss topics
• Change the Analysis Settings, including the draft instructions and their history

A Knowledge Manager cannot change anything else: not the help desk connection, AI Configuration, billing or users.

Read Only

Read Only users can see the admin console, except the Users page, and change nothing.

Changing a role

1. Navigate to Users in the sidebar
2. Find the user in the list
3. Open Actions next to their name
4. Choose Change to the new role

The change takes effect the next time the user’s session refreshes, or when they sign in again.

Note: There must always be at least one Admin in the organization. The console will prevent you from changing the last Admin to another role.

Removing Users

To remove a user from your organization:

1. Navigate to Users in the sidebar
2. Find the user in the list
3. Click the remove icon (or select Remove from the actions menu)
4. Confirm the removal

Once removed, the user can no longer log in to the admin console. Their past actions (such as configuration changes) remain in the activity log attributed to their name.

Note: Removing a user does not delete their Cognito account entirely — it disables their access to your organization. If you need to re-add them later, send a new invitation to the same email address.