Managing Users & Roles
Control who accesses Pingd and what capabilities they have. This guide covers user lifecycle management from invitation to offboarding.
User Roles
Owner
- Full control over the organization
- Manages billing and subscription
- Can transfer ownership
- One owner per organization
Admin
- Manages users, agent config, and data policies
- Can create and manage advisors
- Cannot manage billing or delete the organization
- Unlimited admins per organization
Member
- Standard user with agent access
- Subject to data access policies
- Cannot create advisors or change org settings
Special Roles
Platform Admin (is_platform_admin)
- Internal Pingd staff role for support and troubleshooting
- Can access any organization's settings
- Used only by Pingd team members for customer support
Adding Users
Individual Invites
- Navigate to Settings → Team
- Click Invite Members
- Enter email addresses
- Select default role
- Click Send
Bulk Invites
Upload a CSV with columns:email, role, access_tier
Auto-Join
Enable domain auto-join at Settings → Organization → Auto-Join so anyone with your company email can join automatically.Advisor Permissions
Only Admin and Owner roles can create and manage advisors. This ensures proper oversight of automated insights and Slack delivery settings.
Members can view advisor insights delivered to them but cannot create or modify advisor configurations.
Access Tiers
Access tiers control feature availability independent of roles:
Basic
- Agent queries (Q&A, data lookup)
- Meeting prep on-demand
- Account research
Power
- Everything in Basic
- Custom instructions
- Scheduled tasks
- Insight alerts
- Draft generation
Admin Tier
- Everything in Power
- Agent configuration
- Data policy management
- Analytics access
Pro Tip: Start most reps on Power tier. Basic is useful for stakeholders who need occasional access but don't need automation features.
Disabling Users
Temporarily disable a user without removing them:
- Go to Settings → Team
- Find the user
- Toggle Agent Access off
- Cannot interact with the agent
- Retain their configuration and history
- Can be re-enabled instantly
Removing Users
Permanently remove a user:
- Go to Settings → Team
- Click ⋮ → Remove from organization
- Confirm removal
- Immediate loss of access
- Agent configuration is archived for 30 days
- Conversation history is retained per data retention policy
- The user's email can be re-invited later
Monitoring User Activity
View what each user is doing:
- Go to Settings → Team
- Click on a user's name
- View their activity tab:
Activity Indicators
- 🟢 Active — Used Pingd in the last 7 days
- 🟡 Idle — No activity in 7-30 days
- 🔴 Inactive — No activity in 30+ days
Bulk Actions
Select multiple users to:
- Change access tier
- Enable/disable agent access
- Remove from organization
Best Practices
- Regular audits — Review user list monthly, remove inactive users
- Role documentation — Document which roles get which access tier in your internal wiki
- Onboarding checklist — Create a standard onboarding flow: invite → set role → set tier → configure data policy → send welcome message
- Offboarding process — When someone leaves, disable first (in case they return), remove after 30 days