Super Admin User Management

Gen 3: This is a legacy Gen 2 article. For current GT AI OS 3.0 guidance, see gen3-admin/users.

User Management

Create and manage user accounts from the Users page. Control access, enforce security policies, and manage your organization's users.

Overview

The Users page allows Super Admins to:

• Create new user accounts
• Edit existing users
• Manage user permissions
• Enforce two-factor authentication
• Perform bulk actions

Accessing Users

1. Click Users in the sidebar
2. The Users page displays all user accounts

Key Features

Feature	Description
User List	View all users with status and role
Create User	Add new accounts
Edit User	Modify user settings
Bulk Actions	Perform actions on multiple users
Role Filtering	Filter by user type
2FA Enforcement	Require TFA for users

User Types

GT AI OS has three user types:

User Type	Access Level	Best For
Super Admin	Full Control Panel access, all tenants	IT administrators, system managers
Tenant Admin	Manage users and settings within their tenant	Team leads, department managers
Tenant User	Chat, agents, datasets within their tenant	Regular team members

Permission Comparison

Capability	Super Admin	Tenant Admin	Tenant User
Access Control Panel	Yes	No	No
Manage all tenants	Yes	No	No
Manage tenant users	Yes	Yes	No
Create agents	Yes	Yes	Yes
Use chat	Yes	Yes	Yes
View billing	Yes	No	No
Configure SMTP	Yes	No	No

How To: Create a User

Add a new user account:

1. Navigate to Users page
2. Click Create User (top right)
3. Fill in the form:
   • Email: User's email address (must be unique)
   • Full Name: User's display name
   • Password: Initial password (or leave blank if SMTP configured)
   • Confirm Password: Re-enter password
   • User Type: Select appropriate role
   • Tenant: Select which tenant (for non-Super Admin users)
   • Require TFA: Check to enforce two-factor authentication
4. Click Create User

With SMTP Configured

If SMTP is configured, you can leave the password blank:

1. User receives a welcome email
2. Email contains instructions and reset link
3. User sets their own password
4. User configures TFA on first login

Without SMTP

Without SMTP, you must:

1. Set an initial password
2. Communicate password to user securely
3. User should change password on first login

How To: Edit a User

Modify an existing user:

1. Navigate to Users page
2. Find the user in the list
3. Click the Edit button (pencil icon)
4. Update fields as needed:
   • Full Name
   • User Type (role)
   • Tenant assignment
   • Status (enable/disable)
   • TFA Required
5. Click Save

How To: Delete a User

Remove a user account:

1. Navigate to Users page
2. Find the user in the list
3. Click the three-dot menu on that row
4. Click Delete
5. Confirm the deletion

Note: Deleted users cannot be recovered. Their conversations and data remain but are no longer accessible.

How To: Reset a User's Password

If a user forgets their password:

With SMTP Configured

1. User clicks "Forgot Password?" on login page
2. User enters their email
3. Reset link is sent (valid 15 minutes)
4. User sets new password

Without SMTP

1. Navigate to Users page
2. Find the user
3. Click Edit
4. Set a new temporary password
5. Click Save
6. Communicate password to user securely

How To: Reset User's TFA

If a user loses access to their authenticator:

1. Navigate to Users page
2. Find the user
3. Click the three-dot menu
4. Click Reset TFA
5. Confirm the action

User will need to set up TFA again on next login.

Bulk Actions

Perform actions on multiple users at once:

1. Navigate to Users page
2. Select users using checkboxes
3. Choose action from the bulk actions menu:
   • Disable Selected
   • Enable Selected
   • Require TFA
   • Delete Selected
4. Confirm the action

User List Filters

Filter the user list to find specific users:

Filter	Options
User Type	All, Super Admin, Tenant Admin, Tenant User
Status	All, Active, Disabled
Tenant	All tenants or specific tenant
TFA Status	All, TFA Enabled, TFA Disabled

Security Best Practices

Practice	Recommendation
Delete default account	Remove gtadmin@test.com immediately
Require TFA for admins	All Super Admin and Tenant Admin accounts should have TFA
Use strong passwords	Enforce minimum 8 characters, letters + numbers
Regular review	Periodically review user list, disable unused accounts
Least privilege	Assign minimum required permissions

License Seat Management

Each active user consumes one license seat.

User Status	Seat Usage
Active	Consumes 1 seat
Disabled	Does not consume seat
Deleted	Does not consume seat

Freeing Seats

To free license seats:

1. Navigate to Users page
2. Find inactive users
3. Either:
   • Disable to preserve account but free seat
   • Delete to permanently remove

Troubleshooting

Problem	Solution
Can't create user	Check license seat availability
Email already exists	Each email must be unique across all tenants
User can't log in	Verify status is Active, check password, verify TFA
TFA reset needed	Use Reset TFA from user menu
Forgot admin password	See Troubleshooting

Common Issues

"Cannot create more users"

• You've reached your license seat limit
• Disable unused accounts or upgrade license

"Email already in use"

• That email exists in another tenant
• Each email can only be used once across the system

"User locked out"

• Check if account is disabled
• Reset TFA if authenticator lost
• Reset password if forgotten

Next Steps

• Email Settings - Configure welcome emails for new users
• License Management - Monitor seat usage
• Troubleshooting - Resolve login issues