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The User Directory

The User Management panel provides a complete list of all individuals with access to your workspace.
  1. Go to Admin Settings → Users
The directory displays:
  • Name and Email
  • Current Role
  • Status (Active, Invited, Suspended)
  • Last Active date
  • 2FA Status (Enabled/Disabled)

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Onboarding Users

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Sending Invitations

  1. Click Invite User
  2. Enter one or more email addresses (comma separated)
  3. Select the Role (Default: Member)
  4. Click Send Invites

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Bulk Import (CSV)

For larger teams, you can invite users in bulk:
  1. Click Import CSV
  2. Download the template CSV file
  3. Fill in the required columns: Email, FirstName, LastName, Role
  4. Upload the CSV and click Import & Invite

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Handling Pending Invites

Users who haven’t accepted their invitation appear in the Pending tab.
  • Invitations expire after 7 days.
  • You can click Resend or Revoke next to any pending invitation.

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Managing Active Users

Click on any user in the directory to view their profile and manage their access.

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Editing User Details

Admins can update a user’s Job Title or Department, but users must update their own Name, Password, and Profile Photo.

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Changing Roles

Select a new role from the dropdown. Changes take effect immediately. See Roles & Permissions for details on what each role can do.

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Resetting Passwords & 2FA

If a user is locked out:
  • Reset Password: Sends a secure password reset link to their email.
  • Reset 2FA: Removes their current 2FA configuration. They will be required to set it up again upon their next login. Use this if they lost their device and backup codes.

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Offboarding Users

When an employee leaves the company, you must revoke their access to AIBAMS. You have two options: Suspend or Remove. Suspending a user blocks their login but keeps their account intact.
  1. Locate the user and click ⋯ → Suspend
  2. The user is immediately logged out of all active sessions.
Why Suspend?
  • Prevents login.
  • Keeps their email inbox active so Admins can delegate it or set up forwarding.
  • Keeps them listed as the “Owner” of files they created in FileX.
  • Easy to reactivate if they return.

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Option 2: Remove User (Permanent)

Removing a user deletes their account from the workspace.
  1. Locate the user and click ⋯ → Remove
  2. You will be prompted to reassign their assets.
Asset Reassignment: When you remove a user, AIBAMS asks what to do with their data:
  • Files: Choose an active user to inherit ownership of the removed user’s FileX files.
  • MailX: Choose whether to delete their mailbox or convert it into a Shared Inbox.
User removal cannot be undone. We strongly recommend Suspending users first, evaluating their data, and only Removing them once you are certain their assets have been properly secured or reassigned.

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Groups & Teams (Coming Soon)

(Feature currently in development for Professional and Enterprise plans) Soon, you will be able to organize users into Groups (e.g., “Marketing”, “Engineering”). This will allow you to:
  • Share FileX folders with a whole Group at once.
  • Mention @Engineering in comments.
  • Apply security policies to specific Groups.