User Management — Members, Roles, Permissions

Under Settings → User Management, you can control who is in your workspace, what role each person has, and what that role is allowed to do. This is the most important tool for working securely and efficiently with your team in innoGPT.

This section is divided into three tabs:

  • Members — all people in the workspace

  • Roles — Role definitions with permissions

  • Invitations — open and pending invitations

Invite Members

  1. Go to Settings → User Management → Members

  2. Click "Invite Member" in the top right corner

  3. Enter the email address (multiple addresses can be entered, separated by commas)

  4. Select the appropriate role from the dropdown menu (see the "Roles" section)

  5. Click "Send Invitation" — the person will receive an email with a join link

Important: As soon as a member joins, they are included in the monthly billing starting from the join date.

Manage Members

In the member list, you’ll see the following for each person:

  • Name, email, and avatar

  • Current role

  • Last login

  • Status (active, invited, deactivated)

Using the 3-dot menu to the right of each entry, you can:

  • Change role — e.g., upgrade from “Member” to “Admin”

  • Remove a member — the person immediately loses access

  • End session — force all active logins to log out

Note: When you remove a member, all of that person’s chats are permanently deleted. Be sure to back up important content or move it to a project beforehand.

Understanding Roles

innoGPT provides three default roles that you can customize as needed:

Role | Default Permissions

Admin

Full access to all workspace settings, users, models, and billing

Member

Uses chat, wizards, projects, and personal integrations

Guest

Limited access, e.g., for external partners

You can also create your own roles, such as “Power User,” “Marketing Team,” or “Read-Only.”

Create a custom role

  1. Go to Settings → User Management → Roles

  2. Click on Create Role

  3. Enter a name and a description

  4. Select the desired permissions (see the next section)

  5. Save — the role is now available when loading

Control Permissions by Role

Use the 3-dot menu → Permissions to open the permissions editor. Here, you can selectively enable or disable which features the role is allowed to use:

Chat features

  • Web search

  • Image generation

  • Data analysis

  • Canvas

  • Reminders

Workspace Features

  • Create Wizards

  • Create Projects

  • Use Skills

  • Tasks (Automations)

  • Studio (Image and Video Generation)

  • Meetings

Integrations

  • Connect to SharePoint, OneDrive, and Google Drive

  • Use Outlook, Gmail, and Calendar

  • Connect to MCP Server

Admin functions

  • Manage members

  • Unlock models

  • View billing

  • Change workspace settings

Tip: Start with a restrictive approach and only grant permissions when they’re truly needed. This keeps costs and complexity low.

Typical Role Setups

Standard setup for SMEs

  • Admin (1–2 people): IT managers

  • Member (everyone else): full access to chat, assistants, and projects

Sensitive Workspaces (HR, Legal, Finance)

  • Admin: HR lead with access to all settings

  • HR Member: Dedicated role with restricted models (EU hosting only), no image/video generation

External Partners & Consultants

  • Guest role: chat only within a specific project, no integrations, no workspace-wide visibility

Model Permissions by Role

You can also control which AI models a role is allowed to use. This is useful, for example, to restrict a compliance team to EU-only models:

  1. Settings → Models → Chat

  2. Select which roles have access for each model

  3. Members of this role will only see the approved models in chat

Manage Invitations

In the Invitations tab, you’ll see all pending invitations that haven’t been accepted yet. Here you can:

  • Resend the invitation — in case the email ended up in the spam folder

  • Revoke the invitation — if the person shouldn’t join after all

  • Copy the invitation link — share it directly, e.g., via Slack or Teams

Frequently Asked Questions About User Management

How many members can I invite? There’s no hard limit—you pay per active member (email) based on your plan.

Do admins need their own license? Yes, admin accounts are included in the standard billing. For larger companies, we can exclude admin licenses from the billing upon request—just let us know.

Can a member have multiple roles? Currently, each member has exactly one role. If needed, create a custom role that bundles the necessary permissions.

Can I remove a person from the workspace without deleting their chats? No—when you remove a person, all of their chats are deleted. Be sure to move any important content to a project beforehand, as projects remain intact regardless of the user.

What happens when a member leaves the company? Remove the person via the 3-dot menu. They’ll immediately lose access, and billing will automatically stop at the next billing cycle.

How does SCIM work for automatic provisioning? SCIM (automatic creation/removal via identity providers) is currently in development. Until then, management is done manually or via CSV import. Contact us if you need SCIM urgently.