Managing Users

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

Here's how to create, manage, and delete users on your HelpDocs account 👥

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 quick summary:

• Read-only: can view content only
• Writer: can create and edit articles and clips
• Editor: can also publish, reorder, and manage permissions
• Administrator: can also manage users, billing, and branding
• Owner: has full control, including transferring ownership

Here's a full breakdown:

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 Users tab with an badge.

1. Head to Settings > Access
2. Click Invite users in the top right
3. Fill out their email address, their role, any Permission Groups and if you'd like to send them an email invite
   If you don't send over an email invite they'll need to head to yourdomain.helpdocs.io/signup and enter their email address there
4. Click Send Invite

Changing the Default User Role

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

1. Head to Settings > Access > Options 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

Managing Users

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 > Access > Members
2. 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
4. Click Apply

Bulk Edit Users

Looking to modify lots of your users at once? You can use our handy Bulk Edit tools for your users.

1. Head to Settings > Access > Users
2. Select which users you'd like to modify using the checkboxes
3. Change your attributes. You can modify:
   • Role
   • Read-only groups
   • Full-access groups
4. Hit Save changes

Deleting Users

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

1. Head to Settings > Access > Users
2. Select which users you'd like to delete using the checkboxes
3. Click Edit x people
4. Click Delete users
5. Double check, then click Confirm delete users

Changing User Roles

1. Head to Settings > Access > 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

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.

It'll also say when they were last online underneath their name.

Transferring Ownership

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

1. Head to Settings > Access > Members
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