Accessing User Management
Go to Settings
Select Users
Viewing Users
User List
See all users in your organization:
Name and email
Role
Status (active/inactive)
Last login
Filtering
Filter users by:
Role - Admin, Member, Guest
Status - Active, inactive
Search - Name or email
Adding Users
Invite a New User
Go to Settings > Users
Click + Invite User
Enter their details:
Email - Their email address
Name - Full name
Role - Select appropriate role
Click Send Invite
What Happens Next
User receives an email invitation
They click the link to set up their account
They create a password
They can start using Kaana
Pending Invitations
View invitations that haven't been accepted:
See pending invites
Resend if needed
Cancel invitations
Editing Users
Update User Details
Find the user in the list
Click their name
Edit details:
Name
Role
Status
Save changes
Change User Role
Open the user
Select new role from dropdown
Save
Role changes take effect immediately.
Deactivating Users
When someone leaves or no longer needs access:
Find the user
Click Deactivate
Confirm
Deactivated users:
Cannot log in
Don't appear in active lists
Their data is preserved
Can be reactivated later
Reactivating Users
Restore access to a deactivated user:
Filter to show inactive users
Find the user
Click Reactivate
They can log in again
Deleting Users
Permanently remove a user:
Open the user
Click Delete
Confirm deletion
Warning: This permanently removes the user. Their data may be reassigned or deleted.
User Roles
Assign appropriate roles:
Role | Access Level |
Admin | Full access, manage users |
Member | Standard access |
Guest | Read-only access |
See Roles & Permissions for details.
Bulk Operations
Manage multiple users:
Select users using checkboxes
Choose an action:
Change role
Deactivate
Send reminder email
Apply to all selected
User Activity
View user activity:
Last login date
Projects they own
Tasks assigned
Recent actions
Best Practices
Regular Review
Audit users periodically
Remove inactive accounts
Update roles as needed
Onboarding
Use appropriate roles for new users
Provide training resources
Set up initial project access
Offboarding
Deactivate promptly when people leave
Transfer ownership of their items
Review what they owned