Managing Users
Administrators manage member accounts—creating users and configuring their roles.
Departments are organizational membership; roles control menus and actions. Departments are for statistics and usage views; changing a user's department doesn't change what they can use. Group pricing is a separate billing configuration—see Providers & Models.
| Managed object | Purpose |
|---|---|
| Users | Maintain accounts and control the menus and actions available to each user via roles |
| Departments | Maintain the organization hierarchy and membership, for usage and cost views by department |
Users
Creating a User
Go to Organization → Users, click New User at the top right, fill in the form, and click Submit. The page shows the department tree on the left and the Users list on the right; selecting a department shows only its users.
| Area | Field | Required | Description |
|---|---|---|---|
| Basic info | Username | Yes | Unique login identifier; cannot duplicate an existing user |
| Basic info | Full name | Yes | The user's name |
| Basic info | Email, mobile phone | No | The user's contact information |
| Basic info | Avatar | No | Upload as needed |
| Organization & permissions | Company | Yes | The user's company; available companies are preconfigured by the platform |
| Organization & permissions | Department | No | The user's department; match the actual organizational membership |
| Organization & permissions | Roles | Yes | The OneGateway roles the user needs; available roles are preconfigured by the platform |
| Sign-in & security | Active | No | Checked by default; the account is active |
| Sign-in & security | Password | Yes | Login password for manually created accounts |
| More profile | Language, time zone | No | The user's interface language and time zone |
Maintaining and Deactivating Users
Open a user's detail to edit contact info, company, department, roles, and save. On transfers, review department membership and roles; changing the department does not automatically adjust roles.
When an account is no longer used, uncheck Active and save, check the user's API keys, and confirm the account state took effect.
Roles and Permissions
Roles control which menus users see and which actions they can perform.
To assign roles:
- Open the user's detail and click the Roles edit entry.
- Select the roles and click Done, then save as the page requires.
- Have the user sign out and back in, then check that the menus and actions are available.
Roles and their menu and action permissions are preconfigured by the platform; administrators only need to assign the right roles to users. If the existing roles don't meet your needs, contact the platform operations team.
Departments
Departments record organizational membership and drive the by-department usage and cost views in Dashboard & Analytics. Department hierarchy and roles are managed separately; changing a department doesn't automatically change a user's roles.
Go to Organization → Users, click New Department at the top right, fill in the form, and submit. The department tree on the left supports search, expand, and collapse for browsing the organization hierarchy.
After creating a department, select the company and department in the user's detail. Update the user's department on transfers; when a department's name, leader, or hierarchy changes, open the department record to edit and save.