User Management

Manage users, roles, groups, and enterprise directory for your AI for Work account.

---

Only administrators can access User Management settings.

User Enrollment

User enrollment controls how users join your account. To change the enrollment mode, go to Admin Console > User Management > Users and click Change in the top navigation.

Enrollment Mode	Description
Open to Domain	Any user in your configured domain(s) can log in automatically.
Invite Only	Only users who receive an explicit invitation can join.
Manage users with AD Sync	Users are automatically added, updated, or removed by syncing with Google, Microsoft, or LDAP directory groups. Manage service accounts in the Service Account section.

Configure AD Sync Enrollment

1. Click Manage users with AD Sync. A pop-up shows the current user count.

2. Click Confirm to proceed.

3. Select a distribution list (DL) from your service account and assign a role.

   • All users enrolling through this DL receive the assigned role.
   • If a user belongs to multiple DLs, the highest role applies: Admin > Custom Admins > Members.

4. Click Sync now to preview the account delta — users to be added, removed, or updated.

5. Click Set Sync Now, choose a sync frequency and start time, then click Confirm.

   • Auto sync runs daily: it sends invites to new users, removes users no longer in the groups, and updates roles.

6. Click Save Configuration to apply all changes.

   

You cannot save the configuration if the admin making changes is not included in the admin DL.

AD Sync behavior reference:

Behavior	Detail
Suspend users	Admins can suspend users from the Users page even with AD Sync active.
Delete users or change roles	Not allowed while AD Sync is active.
Synced DLs	Created as user groups with the same name as the DL. Admins can rename or delete these groups.
Super Admins	Never removed from the account by sync.
Switching enrollment modes	Switching to Invite Only or Open to Domain retains all previously synced users.

---

Users

Navigate to Admin Console > User Management > Users to view and manage all users across your network accounts.

User Statuses

Status	Description
Active	User can log in and interact with other users.
Invited	User was invited but has not yet accepted.
Suspended	User cannot log in. An admin can reactivate at any time.
Removed	Soft-deleted by an admin. The user can be restored to Active within 60 days, after which they are permanently deleted.

The Users table also displays: USERS (name + admin indicator), DESIGNATION, ROLE, and USER GROUP.

View User Details

To open the user details page:

• Hover over a username and click Open, or
• Click More in the last column of the user’s row.

The user details page shows Personal Details, Application Details, and Log Details.

Invite Users

By email:

1. Click Invite users in the top navigation.
2. Select the Add manual radio button.
3. Enter one or more email addresses.
4. Click Invite.

By file import:

1. Click Invite users in the top navigation.

2. Click Click to upload or drag and drop your file into the upload area.

   • See Format template for importing files for file preparation instructions.

3. Click Invite.

   

Search, Filter, Sort, and Group

Tool	Purpose
Search	Enter keywords to find specific users. Clear the field to view all.
Filter	Narrow the list by Status or Role.
Sort By	Order users by First name, Last name, or Last login time.
Group	Cluster users by shared attributes such as Status or Role.

---

Roles

Roles control what each user can see and do. Two default roles exist: Admin and Member.

Modify an Existing Role

1. In the Users table, click the role displayed for the user you want to update.
2. Select the new role from the dropdown.
3. Confirm the change.

Create a Custom Role

1. Click Manage role from the User Management interface.

2. Click Add Role.

3. Enter a Role name — use a clear, descriptive name that reflects the role’s purpose.

   

4. Select one or more Access Permissions:

   Permission	Description
   User Management	Access to user and group management.
   Assist configuration	Access to assistant configuration settings.
   LLM Configuration	Access to LLM model settings.
   Security	Access to security settings.
   Analytics	Access to analytics and reporting.

5. Choose a Color to visually distinguish the role throughout the system.

At least one Access Permission must be selected to create a role.

---

User Groups

User groups let you organize users by department, location, or any shared attribute. Groups are for administrative use only and are not visible to end users.

Navigate to Admin Console > User Management > User groups.

Column	Description
GROUP NAME	Click to edit the group name, description, or members.
DESCRIPTION	Optional group description.
CREATED BY	User who created the group.
CREATED ON	Date and time the group was created.

Use the Search field to find specific groups. Clear the field to view all.

Create a Group

1. Click Create group.

2. Enter a Group Name and, optionally, a Description.

3. Add users using one of these methods:

   Method	Steps
   Sync from distribution list	Search for a DL and click Start Syncing.
   Import from file	Click Click to upload. Supported formats: XLS, CSV.
   Add manually	Type the user’s name and select from the results.
   Enterprise Directory	Select users from the employee directory. Add one or more filters based on directory fields, combined using AND logic. Each filter supports one or more values. The user list updates dynamically as you apply filters.

4. Click Create group.

   

The Enterprise Directory option appears only if employee data is available. If the employee directory is not configured, the Enterprise Directory option disables the Save action.

Enterprise Directory group behavior

• You can edit an Enterprise Directory group at any time by updating the filters or modifying the group configuration.
• If filtered fields used in a group are later deleted from the directory, the group continues to exist but becomes empty because the filter values no longer match any records.
• If all employee data in the Enterprise Directory is removed, existing groups remain but become empty.

Modify a Group

1. On the User groups page, click the group name.
2. Edit the description, add users, or hover over a username and click the delete icon to remove them.
3. Click Back. Changes are auto-saved.

Delete a Group

1. On the User groups page, click the group name.
2. Click the delete icon.
3. In the confirmation dialog, click Delete.

Group deletion is permanent and cannot be undone.

---

Enterprise Directory

Enterprise Directory delivers a centralized system for employee contact management, featuring intelligent search, flexible filters, and detailed contact profiles.

Access the Employees section from Admin Hub > Employees. The section contains two pages: Directory Configuration and Lookup Settings.

Lookup Settings

Lookup Settings control how the assistant answers employee-related queries.

Employee Lookup is enabled by default. You can turn it on or off using the toggle.

When Employee Lookup is enabled, select one lookup source:

Source	Availability	Behavior
Logged-in User Data	Always available (default)	The assistant answers employee queries using data available from the logged-in user’s account context only
Employee Directory	Enabled only if a published employee directory with data exists in Directory Configuration	The assistant answers employee queries using the configured directory data
Service Account	Enabled only if at least one service account is configured	Select a service account from the list. The assistant answers employee queries using data accessible through the selected service account

Logged-in User Data is selected by default when you enable Employee Lookup for the first time or when no employee directory and no service accounts are configured.

If no employee directory is configured, the Employee Directory option is disabled and displays helper text indicating that directory configuration is required, with a link to navigate to Directory Configuration. If no service accounts are configured, the Service Account option is disabled and displays helper text indicating that a service account must be configured, with a link to navigate to Service Accounts.

A help text link in the corner reads “Enable Employee Lookup in Assistant?” Click it to see the steps for enabling this feature.

Directory Configuration

Admin Setup

Go to Admin Hub > Employees > Directory Configuration, then click Add Directory Source to launch the Configuration Wizard.

Step 1: Source Configuration

Select a data source for the directory:

Source	Steps
Push Data to Directory through API	Click Get API Details to Push Data to retrieve the API endpoint URL, authentication credentials, required data format and schema, and a sample API request payload. Integrate the API in your system to begin pushing employee data.
Service Account	Select a configured service account (Google, Microsoft, or LDAP) to pull employee data from your organization’s directory.

Step 2: Field Configuration

Configure the fields used to capture employee information.

Field Type	Behavior
Default fields	Name, Designation, Phone, Email — protected from deletion.
Custom fields	Add or remove at any time for organization-specific data.

At minimum, configure the four mandatory fields: Name, Designation, Phone, Email.

For Service Account sources: All default fields appear prefilled with mapping keys. You can add new custom fields, modify key mappings, and delete custom fields. Default fields cannot be deleted. At least one mapped field is required to proceed.

Step 3: Data Synchronization

For API sources: The directory updates automatically each time your system pushes data via the API.

Feature	Detail
API Token	Access from Get API Details to Push Data. Include in the auth header of all API requests. Regenerate periodically for security.
Last updated	Timestamp of the most recent data push.
Record summary	Count of records added, updated, or deleted in the last push.
Manual updates	Call the Push API endpoint with updated employee data to trigger an immediate update.

For Service Account sources: Click Sync to initiate a data sync. The page displays the last synced timestamp and the number of records added, updated, or deleted.

Configure a sync schedule:

Setting	Options
Frequency	Daily, Weekly, Monthly, Never
Day	Specific day (for example, Monday, or 1 through 31 for monthly)
Time and time zone	Specific time in your preferred time zone

The default frequency is Never. You must set a schedule to enable automatic syncing.

Step 4: Display Settings

Hide conditions — Control which contacts are visible to end users:

Condition	Behavior
Full string match	Hides contacts where the field exactly matches the specified value.
Starts with	Hides contacts where the field begins with the specified prefix.

Detail card layout — Customize field order and visibility:

1. Click Edit Layout.
2. Drag and drop fields to reorder them. Name, Designation, Phone, and Email are fixed at the top.
3. Hide non-essential fields. The four mandatory fields cannot be hidden.
4. Preview changes in real time.

Filter settings — Select single-select fields (for example, Department, Designation, Location) to expose as search filters for end users. Only fields with discrete values can be used as filters.

Step 5: Publish the Directory

Publishing requires at least one record in the directory. Only directories that are ready to publish (not in draft state or empty) can be published.

1. Push at least one contact record via the API or sync at least one record from a service account.
2. Choose a publishing scope:
   • Publish to all users: Makes the directory immediately available to everyone in the account.
   • Keep unpublished: Saves the configuration for later activation.
3. Click Publish.

After publishing, the admin view shows: publish status, last synced date (for service account sources) or last updated date (for API sources), record count summary, display settings overview, and a live preview of the directory.

Hide individual contacts: In the admin preview, hover over a contact card and click the hide icon. The contact remains in the directory data but is not visible to users.

---