Table of Contents

Managing Users

Taylor Sloane Updated by Taylor Sloane

Different people on your team build and market different parts of your product so it makes sense to collaborate on your docs and let experts write everything they know about each feature.

Understanding Roles

You can assign roles to team members you invite to HelpDocs depending on the actions they'll take inside the product. Here's a breakdown:




The Owner role is automatically assigned to the creator of the account. This role can do everything, including manage billing. Owners can't be deleted, but they can transfer ownership.


Users with an Administrator role can do everything too. They can manage HelpDocs settings, billing, branding, and add/remove users and API keys. They can also edit all articles and content.


An Editor can see stats and manage content, but can't edit any settings or branding.

Read Only

Users with this role can only view content. This is usually paired with the Restrict to Logged In Users auth option.

Inviting a User

You can quickly invite users to your account. While you're waiting for them to accept the invitation they'll show up in the Invitations tab.

Pending invitations take up slots on your account
  1. Head to Settings > Users
  2. Switch to the Invitations tab
  3. Click Invite New Users at the top right
  4. Fill out their email address, their role, and whether to send them an email invite or not
    If you don't send over an email invite they'll need to head to and enter their email address there
  5. Click Send Invite
Invite multiple users by separating email addresses with a comma, like so:,,

Changing the Default User Role

When you invite a new team member in SettingsUsers they'll automatically be assigned a specific user role. You can change the role they'll be assigned.

  1. Head to Settings > Users > Access and head to the Defaults section
  2. From the Default User Role dropdown menu select the role you'd like to be assigned
  3. Click Save Changes

Changing Roles

  1. In your HelpDocs dashboard, head to Settings > Users
  2. Click the checkbox next to the team members you'd like to edit and click Edit User
  3. Choose a new role from the Role dropdown
  4. Click Save Changes

Transferring Ownership

If you're the owner of your account you can transfer ownership to any other user.

  1. Head over to Settings > Users
  2. Select the user you wish to transfer ownership to
  3. Click Edit User
  4. In the Role dropdown select Owner
  5. Hit Save Changes
Once you transfer your account to a new owner you'll become an Administrator instead. There's no way to reassign ownership to yourself later on. If you transfer ownership by mistake, contact support in-app as soon as possible.

Viewing Last Active Time

In the corner of each user's profile image in the users table you'll see a little dot indicating their status. If the user is currently online that dot will be green. If they're offline the dot will be grey.

You can hover over the status dot to find out when they were last active.

Filtering Users

Looking for a certain someone? You can filter by users' activity, role, and user groups to find the subset of users you're interested in.

  1. Head to Settings > Users
  2. On the User tab click Filter in the top right to expand the filtering options
  3. Add your filters. You can filter by:
  • Name
  • Email
  • Inactive for x amount of time
  • Active in the last x amount of time
  • User group
  • Role
  1. Click Apply

Deleting Users

If you're an Administrator or Owner you can delete users from your account.

  1. Head to Settings > Users
  2. Select which users you'd like to delete using the checkboxes
  3. Click Edit x Users
  4. Click Delete users
If you delete a user all their articles remain exactly as they are now. The articles they have written are preserved ✨

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