If you're an Organisation Admin, you can add and manage the users in your organisation yourself from the Users page.
This article covers where to find user management, how to invite people, the roles you can give users, and what's different if your organisation signs in with SSO.
ℹ️ Who can do this?
Only Organisation Admins can access user management. If you don't see the Users page described below, your role doesn't have permission to manage users - please speak to an Organisation Admin in your team.
Finding the Users page
Select Users in the left-hand navigation. The Manage users page shows everyone in your organisation with the date they joined and their role.
On the Users page you can:
Search users by name or email, filter by role and sort the list
Switch to the Pending invites tab to see invitations that haven't been accepted yet
Invite new users
Change a user's role or remove them from the organisation
How to invite a new user
Select Invite people in the top-right corner of the Users page. You can also select the green '+' button at the bottom of the left-hand navigation and choose Invite people.
Enter their work email address, first name and last name.
Choose a role (see below)
Click Invite.
Which role should I choose?
User: can create and view reports in the teamspaces that they're assigned to.
Viewer: read-only. Viewers can open reports in their teamspaces, use Ask Xapien and open shared links, but can't run reports, edit risk levels, share, download, move or delete. See How the Viewer role works.
Organisation admin: runs reports, manages users and has access to every teamspace in the organisation.
Teamspace admin is set separately, inside each teamspace. See Managing teamspaces.
Managing pending invites
The Pending invites tab lists invitations that haven't been accepted, with the recipient's email and the date it was sent. From here you can resend an invite (for example if the email went astray) or revoke it if it's no longer needed.
Someone who has never signed in can't reset their password. If they use "Forgotten your password?" before completing set-up, they'll be sent the first-time set-up email again. Resending the invite does the same thing.
Changing a user's role or removing a user
Open the user's row in the Users list to:
Change role: for example, promote a User to Organisation admin, or move a user to a Viewer.
Remove user: the user will lose access to Xapien and every teamspace immediately. Reports they ran stay where they are.
Every organisation needs at least one active Organisation admin. You can't remove or demote the last one, so promote someone else first if you're handing over.
My organisation uses SSO
If your organisation signs in with single sign-on, you don't need to invite people. Their Xapien account is created automatically the first time they sign in with their work email, so the Invite people button isn't used.
Two things to know:
Who can get access is controlled by your organisation's identity provider, usually through a group. If a colleague can't sign in, ask your IT team to add them to the Xapien group.
The role they start with depends on your organisation's setup. New SSO users join as Users unless your organisation has asked us to make new joiners Viewers. Either way, you can change a person's role from the Users page as soon as they've signed in for the first time.