Getting Started with User Management

Getting Started with User Management

User Management controls who can access your Oktopost account and what they can do inside the platform. Account owners and administrators use it to invite colleagues, assign roles and teams, and deactivate users when access is no longer needed. Proper user setup helps you enforce security policies, limit access to the right campaigns and profiles, and stay within your licensed user limits.

Use User Management when you onboard new team members, change someone's responsibilities, or remove access after a role change. It is also the starting point for specialized roles such as Approver and Advocacy Admin, which use separate license pools.

Prerequisites

• Account Owner or Admin role, or a custom role with permission to manage account users
• Available user seats for the role you assign. See Managing User Seats, Licenses, and Add-Ons if you reach a limit

Opening User Management

1. Click your profile menu at the bottom of the sidebar.
2. Select Settings.
3. In the Settings menu, open User Management.

User Management includes three areas:

• Users — invite, edit, and deactivate platform users
• Roles — view built-in roles and create custom roles (requires the Custom Roles license)
• Teams — group users and assets for access control (requires the Teams license)

For role definitions, see User Roles and Permissions. For team setup, see Setting up Teams.

Inviting a New User

1. Open Settings from your profile menu, then go to User Management > Users.
2. Click New User.
3. Enter the user's first name, last name, and email address.
4. Assign a Role. If your account uses teams, assign at least one Team for non-admin roles.
5. Leave Send an email invitation selected to email the user a sign-up link.
6. Click Send.

The user receives an email with instructions to activate their account. After activation, their permissions match the assigned role.

Editing an Existing User

1. Open Settings from your profile menu, then go to User Management > Users.
2. Click the user row to open their profile.
3. Update their name, email, role, or team assignments.
4. Click Save.

To transfer account ownership, change the user's role to Owner. The current owner must confirm the change and will be signed out after the transfer completes. See User Roles and Permissions for details.

Resending an Invitation

If a user has not activated their account, open their user profile from the Users list and click Resend Invite. This option is available only when SSO is not required for the account.

Deactivating a User

1. Open Settings from your profile menu, then go to User Management > Users.
2. Click the Deactivate action for the user, or select multiple users and use the bulk deactivate option.
3. Confirm the action.

Deactivated users move to Settings > Archives > Users. They can no longer sign in, and their seat becomes available for another user with the same role type.

Related Topics

• User Roles and Permissions — built-in roles, custom roles, and permission types
• Understanding the Approver Role — limited role for approval workflows
• Understanding the Advocacy Admin Role — limited role for advocacy program management
• Single Sign On (SSO) — authenticate users through your identity provider
• Managing User Seats, Licenses, and Add-Ons — increase seats or enable add-ons
• Managing Locked Users — unlock users who are locked out due to password policy violations