Skip to main content
Admin › Users
Manage all platform users, groups, and organizations.
  • Role-based access control with fine-grained per-group permissions enables systematic user management at any organization scale.
User management main screen

User management main screen

The user management screen has four tabs.

​
User List

​
View and Search Users

Users appear as a table with these columns. Search:
  • Real-time search by name or email
  • Sort by name, created date, or last activity

​
User Roles

Cloosphere has three roles.
The Admin role can access all settings and data. Grant to minimum users only.

​
Super Admin (SA)

New feature — Designate one Admin as Super Admin (SA).
SA isn’t a separate role but a feature to mark the representative admin among Admins.
  • The SA’s email is shown as contact info on the account activation pending screen after sign-up.
Only 1 SA can be designated. Designating a new user as SA auto-removes the existing one. Only Admins can designate SA.

​
Adding and Editing Users

​
Adding a User

Click the + icon (tooltip: “Add user”) to manually create a user.
To register many users at once, use CSV file import. Pick the CSV upload option in the user add modal.

​
Editing a User

Click the user’s name or thumbnail, or the edit button on the row, to open the edit modal.
User edit modal

User edit modal

Editable items:
  • Name
  • Email
  • Role — pick from Admin / User / Pending, then save
  • Profile image URL
  • New password
  • Member groups — view groups the user belongs to and add/remove
  • Member organizational units (OU) — read-only display of the user’s OU tree (Entra/Google Workspace sync result)
Organizational units are shown read-only in the user edit screen. OU membership is determined by external IdP sync — to modify directly, change IdP sync settings in Organization Management.
You can’t change your own role, and the first user (First User)‘s role also can’t be changed.
User role changes are auto-recorded in the audit log (ROLE_CHANGE event). Track who changed whose role when and how in Monitoring > Audit Logs.

​
Deleting a User

Deleting a user permanently removes all the user’s chat history, settings, and data. This action is irreversible.

​
User Chats

Admins can view a user’s chat list.
  • Click the Chats button on the user row.

​
Usage Limits

Per-user token usage and daily limits are shown per model under User edit → Usage tab.
  • Switch the period between Today · Last 7 days · Last 30 days.
If there’s no usage record in the period, it shows “No usage recorded for this period”.
Daily limit and usage rate show values only when the period is Today. For Last 7 days / Last 30 days, only cumulative usage (Usage column) is shown — the limit and usage rate aren’t displayed.
Usage limits can be set at four levels — global, user, group, organization — and when set at multiple levels, the most permissive (highest) value applies. Manage global defaults and per-model limits in Model Settings — Token Limits.

​
Best Practices

  1. Minimize Admins — Designate only essential users as admins
  2. Use Pending — Set new sign-ups to Pending and approve after review
  3. Periodic review — Periodically delete or deactivate (Pending) departed user accounts
  1. Department-based — Per-department groups (Marketing, Engineering, Sales, etc.)
  2. Role-based — Per-rank groups (Manager, Senior, Junior, etc.)
  3. Project-based — Project participant groups (temporary)
  1. Least privilege — Grant only minimum permissions needed for the job
  2. Group-first — Prefer group permissions over individual user permissions
  3. Periodic audit — Periodically review permission settings and revoke unnecessary

​
FAQ

Admin can set a new password in user edit. With SSO (Entra ID), contact your company’s IT department.
In the agent edit screen’s Access settings, specify the group or organization. Set visibility to “Private” and add the allowed groups.
Either delete the account or change the role to Pending to deactivate. Deletion also removes chat history — to preserve history, prefer Pending.

Groups & Permissions

Permission groups, 3-level tiers (None/Read/Write), OU mapping

Organizations

Organization/OU hierarchy, Entra ID sync, organization-based access control

Inquiries

Receive and handle user inquiries