> For the complete documentation index, see [llms.txt](https://docs.digitalapi.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.digitalapi.ai/api-gateway/setup/inviting-and-managing-users.md).

# Inviting and managing users

A **user** is a portal account, an operator on your team. Users are distinct from *developers* (external API consumers) and from *apps* (registered applications with credentials). Roles and groups (covered in [Working with groups](/api-gateway/setup/working-with-groups.md#working-with-groups) and [Defining roles and permissions](/api-gateway/setup/defining-roles-and-permissions.md#defining-roles-and-permissions)) determine what a signed-in user can do.

### Inviting a user

#### Invite a user

**Before you start**

* The user's email and name. AILIX delivers the invitation to that address.
* The `user.invite` permission. If **Invite** is disabled, your role lacks the permission.
* The groups and roles the user should receive on acceptance. Inviting without role or group assignment leaves the user with zero permissions.

To invite a user:

1. From the left sidebar, choose **Setup** → **Users** → **Invite**. The portal opens the **Invite user** modal.
2. Enter **Email**, **First name**, and **Last name**, all required.
3. Click **Send invitation**.

![Figure 15-1. The Invite user dialog.](/files/1w0d54ka8HPPfLCSHp03)

The numbered callouts in Figure 15-1 are:

1. **Email.** Invitation delivery target. Required.
2. **First name** and **Last name.** Display name. Both required.
3. **Cancel** and **Send invitation.** Modal actions.

**Verify**

1. The modal closes and the new user appears at the top of the list with **STATUS** in a pending or invited state.
2. The user receives the invitation email.
3. After acceptance and first sign-in, **STATUS** flips to active.

{% hint style="success" %}
**Result:** The user is invited; permissions still need to be assigned.
{% endhint %}

{% hint style="info" %}
**Note:** Invited users hold zero permissions until a role or group is assigned. Assign immediately after acceptance: see [Working with groups](/api-gateway/setup/working-with-groups.md#working-with-groups) and [Defining roles and permissions](/api-gateway/setup/defining-roles-and-permissions.md#defining-roles-and-permissions).
{% endhint %}

{% hint style="success" %}
**Tip:** Invite ahead of need. Invitation emails routinely land in spam, and recovery requires an admin to re-invite. Inviting on the day of need is a common cause of *can you resend the invite?* requests.
{% endhint %}

Related tasks:

* [Working with groups](/api-gateway/setup/working-with-groups.md#working-with-groups): group the user immediately after they accept.
* [Defining roles and permissions](/api-gateway/setup/defining-roles-and-permissions.md#defining-roles-and-permissions): assign the roles that match the user's responsibilities.

### Reading the users list

#### Browse and filter users

To browse:

1. From the left sidebar, choose **Setup** → **Users** (`/organization/users`).
2. Filter with **Search users...**.
3. Click **Active** (or the equivalent state filter) to narrow to active users.

![Figure 15-2. The Users list.](/files/T5sRnQ4ZQdycSuwhaamf)

Table 15-A. Columns on the Users list.

| Column     | What it shows                  |
| ---------- | ------------------------------ |
| **Name**   | First and last name.           |
| **Email**  | Sign-in identity.              |
| **STATUS** | Pending, Active, or Suspended. |

**Verify**

1. The URL is `<your-helix-portal-domain>/organization/users`.
2. **Invite** is visible at the top right.

{% hint style="success" %}
**Result:** An operator roster, two clicks from any user.
{% endhint %}

{% hint style="danger" %}
**Caution:** Suspending or deleting a user is immediate. Suspension blocks sign-in; deletion removes the user from every group and role. Coordinate with the user's manager before either action, especially if the user owns runbook material that other operators reference.
{% endhint %}

Related tasks:

* [Invite a user](#invite-a-user): add a new operator.
* [Working with groups](/api-gateway/setup/working-with-groups.md#working-with-groups): add an existing user to a group.


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