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Manage Users and Roles

Corporate Memory is invitation-only: every account in your organization exists because an administrator invited it. This guide covers inviting users, choosing the right role, deactivating accounts, and keeping access reviewed over time.

Before you begin

  • You need the Admin role in Corporate Memory.
  • Know the work email address of each person you're inviting; accounts are tied to the invited address.

Understand the roles

Assign the least role that lets the person do their job:

Role Intended for What it grants
Admin Portal administrators Full access: user management, Console & Settings, knowledge-base approval, all workflows, all dashboards including admin-only reports
Management Managers and analysts Copilot, automation workflows, and management-level analytics such as Copilot usage
Automation Workflow operators Copilot plus the automation workflows configured for your operation
Member Everyone else Copilot and general portal features

Tip

Keep the Admin count small; two or three people is typical. Admins can change roles, manage the knowledge base, and see everything; most day-to-day work needs Management, Automation, or Member.

Invite a user

  1. Sign in at https://corporatememory.workdone.ai and open the admin console. See Administration for where user management lives.
  2. Go to user management and create a new invitation.
  3. Enter the person's work email address and select their role.
  4. Send the invitation. The person receives an email with a link to set up their account; point them at Get started with Corporate Memory for what to do next.
  5. If the invitation expires or goes missing, resend it from the same place.

Note

If you need a capability that isn't available in your console, such as provisioning a new organization or a bulk import of users, contact your WorkDone administrator or support@workdone.ai.

Change a user's role

  1. Open user management in the admin console.
  2. Find the user and change their assigned role.
  3. The change takes effect on their next page load or sign-in. Ask them to sign out and back in if the new sections don't appear.

Deactivate a user

When someone leaves your organization or no longer needs access:

  1. Open user management in the admin console.
  2. Find the user and remove them from the organization (or deactivate the account, if that option is presented).
  3. Confirm they no longer appear in your active user list.

Warning

Deactivate accounts on the person's last day, not "when you get to it." Every active account is access to your knowledge base and automation workflows.

Run a periodic access review

We recommend reviewing access on a regular cadence; quarterly works well for most organizations:

  1. Open your user list and walk through every active account.
  2. For each person, confirm they still work for your organization and still need portal access.
  3. Confirm each person's role still matches their job; downgrade roles that were granted for a project that has ended.
  4. Deactivate anyone who no longer qualifies, and record that the review happened (date, reviewer, actions taken) for your own compliance records.

Next steps