User Management

The user management page lets administrators view, invite, edit, and deactivate users within their workspace. This is where you control who has access to AcaTrove and what role they hold. Admin or superadmin role is required.

Viewing Users

Navigate to /admin/users to see a list of all users in your workspace. The table shows each user's name, email, role, persona, last login date, and status (active or deactivated). Use the search bar to filter by name or email, and use the role dropdown to filter by role.

User management list with search and role filters

Inviting New Users

1. Click + Invite User at the top of the user list.
2. Enter the user's email address.
3. Select a role: Researcher (default), Admin, or Superadmin.
4. Optionally assign a persona (Professor, Graduate Student, Postdoc, etc.) to pre-configure their dashboard.
5. Click Send Invitation. The user receives an email with a link to create their account.

You can invite multiple users at once by entering email addresses separated by commas or by uploading a CSV file with email addresses and roles.

Editing a User

Click on any user in the list to open their profile. From here you can:

• Change role -- Promote a researcher to admin, or adjust admin permissions.
• Update persona -- Change the user's dashboard persona if their role has shifted.
• View activity -- See the user's recent login history, projects, and AI usage.
• Reset password -- Send a password reset email to the user.
• Manage ABAC attributes -- Set department, clearance level, and other attributes used for fine-grained access control.

User edit panel with role, persona, and attribute settings

Deactivating a User

When a team member leaves your institution or no longer needs access:

1. Open the user's profile from the user list.
2. Click Deactivate.
3. Confirm the action.

Deactivated users cannot log in but their data (publications, projects, documents) is preserved. You can reactivate a user at any time by clicking Reactivate on their profile.

Deactivation is preferred over deletion because it preserves the audit trail and data integrity.

Bulk Actions

Select multiple users using the checkboxes in the user list to perform bulk actions:

• Bulk role change -- Assign a new role to all selected users.
• Bulk deactivate -- Deactivate multiple users at once.
• Export -- Download a CSV of selected users' information.

Role Permissions Summary

| Action | Researcher | Admin | Superadmin | |--------|-----------|-------|------------| | Create projects and publications | Yes | Yes | Yes | | Use AI features | Yes | Yes | Yes | | Manage workspace users | No | Yes | Yes | | Configure features and settings | No | Yes | Yes | | Cross-organization management | No | No | Yes | | Access audit logs | No | No | Yes |

Tips

• Review the user list quarterly to deactivate accounts for people who have left your institution.
• Use personas when inviting users so their dashboard is configured appropriately from day one.
• ABAC attributes are essential for controlling document-level access. Set them during user onboarding.