Users, roles & teams
As an administrator, this is where you add people to Edmund, set what each person can do, and decide which machines they see.
AdministratorEveryone who uses Edmund needs a login, a role, and — for non-admin users — at least one team. You manage all three from Organization settings. This page covers the day-to-day administration; for the full breakdown of what each role can do, see roles & permissions.
Invite users
Go to Organization settings → Users. At the top you’ll see a seat counter, for example 0/10 users, which tells you how many seats your plan includes and how many are already taken. Each row lists a person’s Role, their Teams, and their Status.
Select Invite users and enter the person’s email address.
Choose their role. You can change it later.
Send the invite. The person gets a link to set their password and sign in.
The seat counter is a hard limit. If it reads 10/10 users, you can’t add anyone until you free a seat — set a departed person’s status to remove them — or your plan is raised.
Roles
Every user has one of three roles, which decides what they can do across the organization:
- Administrator — full control, including users, teams, projects, and settings.
- Expert user — curates the knowledge behind answers and uses chat.
- User — uses chat and reads the documents behind the answers.
The Users screen has a built-in View permissions matrix that shows, capability by capability, what each role can and can’t do. The same matrix is reproduced — with every line explained — on the roles & permissions page.
Teams and project visibility
A team maps to a set of assigned projects. Teams are what control which projects a non-admin user can see, so a technician sees only the machines they actually work on. Administrators see every project regardless of team.
To create a team, go to Organization settings → Teams and choose Add team. Give it a name, assign the relevant projects, then add the team to each person’s row on the Users screen.
A user with no team and no assigned projects can sign in but won’t see any machine to ask about. When you invite someone, plan to put them in a team in the same sitting.
Offboarding
When someone leaves, you don’t delete them in the same place you invite them — you change their Status on their row in Organization settings → Users. Setting a person to inactive revokes their access and frees their seat for someone else, while keeping the record of who they were. Review the user list whenever your team changes so the seat count reflects who is actually working on the plant.
