Here we will guide you through various admin options to manage the workspace users. Access the user settings from Administration > Workspace > Users.
The Users page is divided into four sections: All, Pending, Active, and Deactivated.
All: The All tab displays a list of all the users in your workspace, including bots. Each user's name, username, and registration status are displayed. To get more details about a user, select the user to view their user information. A user’s registration status can be
Pending,Active, orDeactivated.Pending: The Pending tab displays users whose accounts are not activated (if required) and who have not logged in for the first time. When an admin creates a user, the user's account is pending until they log in from their welcome email or the login page and activate their account.
Active: The Active tab shows users whose accounts are activated (if applicable) and who have logged in for the first time.
Deactivated: The Deactivated tab displays users whose accounts were once active but have been deactivated. Each entry shows the user's name and username. Workspace admins can reactivate or delete the user's account using the appropriate button from the kebab menu next to each user.
Edit user information
To edit an existing user’s information, follow these steps:
Click the user that you want to edit from one of the tabs on the Users page depending on their status.
A User Info panel opens displaying the user's basic details. Click Edit below the user avatar.
In addition to updating the fields described while adding a user, you can update the user profile picture by uploading another picture or entering a URL.
Reset user password
On the Users page, click the user whose password needs to be changed. Click Edit and you will find the following two Password options:
Option | Description |
|---|---|
Set randomly and send by email | Select this option to automatically generate a random temporary password and send it to the user via email. Make sure that you have configured the workspace email settings or the user will not receive emails. As soon as the user enters the temporary password, they are prompted to change it. |
Set manually | Select this option to manually enter and confirm a password for the user, setting a specific login password. If password policies are enabled, there’ll be real-time verification to show how well the password adheres to the rules. You need to share this password with the user so they can log in. If you want the user to change the password that you set here, enable the Require password change setting. |
Reset user E2EE key
If you have enabled E2EE in your workspace, admins may need to reset a user’s E2EE key in cases when they’ve lost their previous key, to enforce user verification, or as a security measure.
Resetting the E2EE key will log the user out of the workspace. When the user logs in again, a new key will be generated and access will be restored to any encrypted room they’re a member of. At least one other room member must be online. If no members are online, access will be restored as soon as a member comes online.
Make sure that the End-to-End Encryption feature is enabled in your workspace.
Follow these steps to reset the E2EE key:
On the Users page, search for the user whose E2EE key you want to reset.
Click the kebab menu next to the user’s name and select Reset E2EE key from the drop-down menu. Alternatively, select the user. From the User Info panel, click the kebab menu below the user avatar. Select Reset E2EE key from the drop-down menu.
Reset user TOTP
If you have enabled 2FA in your workspace, admins may need to reset a user’s 2FA in cases when they cannot access their 2FA OTP or authenticator, or as a security measure. Reset the current TOTP will log out the user. The user will be able to set 2FA again when they log back in.
Make sure that the Two-Factor Authentication feature is enabled in your workspace. The user must enable a 2FA method for their account.
Follow these steps to reset TOTP:
On the Users page, search for the user whose TOTP you want to reset.
Click the kebab menu next to the user’s name and select Reset TOTP from the drop-down menu. Alternatively, select the user. From the User Info panel, click the kebab menu below the user avatar. Select Reset TOTP from the drop-down menu.
Once user’s have logged in to the workspace, they can go their profile settings and enable 2FA for their account.
Deactivate and delete user
Deactivated users cannot log in to the workspace unless they are activated. Their account information and settings remain stored and they are not removed from the workspace. You can deactivate users in cases when you need to temporarily revoke access or if you need to keep the user’s information. The deactivated user’s DM rooms and messages are available.
A deleted user’s information is removed from the workspace. You can determine how to handle a deleted user’s messages using the Message Erasure Type field in the Message settings.
To deactivate or delete a user, follow these steps:
On the Users page, search for the user that you want to deactivate or delete.
Click the kebab menu next to the user’s name and select Deactivate or Delete. Alternatively, select the user. From the User Info panel, click the kebab menu below the user avatar. Select Deactivate or Delete from the drop-down menu.
You can view the deactivated user’s details from the All and the Deactivated tabs. To activate a deactivated user, click Activate from the kebab menu. The user will be able to access their account immediately.