User Management
Invite, manage, and offboard users in your ProBeya organization.
Overview
Manage your organization’s members from Settings > Members. Invite new users, assign roles, organize into teams, and handle offboarding.
Inviting Users
Open Members Settings
Go to Settings > Members and click Invite Members.
Enter Email Addresses
Type or paste email addresses. You can invite multiple people at once by separating emails with commas or newlines.
Assign Role
Choose a role for the invited users: Admin, Member, or Guest. See Roles & Permissions for details.
Choose Workspaces
Optionally select which workspaces the new users should be added to immediately.
Send Invitations
Click Send to dispatch email invitations. Each invitee receives a link to join your organization.
Pending invitations expire after 7 days. You can resend or revoke them from the Pending tab in Members settings.
Managing Members
Member Directory
The member directory shows all users in your organization with:
| Column | Description |
|---|---|
| Name | User’s display name |
| Email address | |
| Role | Admin, Member, or Guest |
| Status | Active, Pending, or Deactivated |
| Teams | Groups/teams the user belongs to |
| Last Active | Date of last login |
| Joined | Date they joined the organization |
Changing Roles
Click on any member to open their profile. Select a new role from the Role dropdown. Changes take effect immediately.
Creating Teams
Organize members into teams for easier management:
- Go to Settings > Teams
- Click + Create Team
- Name the team (e.g., “Engineering”, “Design”, “Leadership”)
- Add members to the team
Teams can be used for:
- Bulk workspace and board access
- @team mentions in comments
- Automation rules targeting team members
- Reporting and analytics
Deactivating Users
When someone leaves your organization, deactivate their account instead of deleting it:
Find the User
Search for the user in Settings > Members.
Deactivate
Click the user’s profile and select Deactivate User.
Reassign Items
Choose whether to reassign the user’s items to another member or leave them unassigned.
Deactivated users do not count toward your plan’s seat limit. Their data and history are preserved, and they can be reactivated if they return.
Guest Access
Guests are external collaborators with limited access:
- Guests can only access boards they are explicitly invited to
- Guests cannot create new boards or projects
- Guests have read-only access by default (can be upgraded to edit access per board)
- Guest accounts do not count toward your member seat limit on Pro and Business plans
Inviting Guests
- Open the board you want to share
- Click Share in the toolbar
- Enter the guest’s email address
- Choose permission level: View or Edit
- Click Invite
Single Sign-On (SSO)
If SSO is configured, new users can join automatically when they sign in with your identity provider. See Security for SSO configuration.
Bulk User Management
CSV Import
Import multiple users from a CSV file:
email,role,team
[email protected],member,Engineering
[email protected],admin,Leadership
[email protected],member,Design
Upload the CSV in Settings > Members > Import Users.
SCIM Provisioning
Enterprise plans support SCIM (System for Cross-domain Identity Management) for automatic user provisioning and deprovisioning through your identity provider.
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