On the Users page you manage who has access to your workspace. You invite new colleagues or external experts, give them a role, and keep an overview of all existing access.
This page is available to you if you have the Workspace admin or Technical admin role.
Opening the user overview
Open the Settings (the gear icon in the left navigation) and choose the Users section. You'll now see everyone who has access to your workspace.
What you see in the overview
For each person you'll find the name, email address, role, and last login. A few labels help you, too:
External user — marks people outside your organization.
Inactive user — the person hasn't logged in within your workspace's inactivity period (90 days by default). You set the period in the Settings under Security.
Created, Invited, or Expired — the person hasn't set up their access yet: not yet invited, invitation sent, or the invitation link has expired.
Use the search field to find someone quickly, and the filters to show, for example, only external users.
Inviting a new user
Click Create user (the plus icon) at the top right.
Fill in the details:
First name and Last name of the person.
Display name — this is built automatically from the first and last name and only shows you a preview of how the name will later appear in amaise. You don't need to enter anything here.
Email address — the invitation goes to this address.
Role — defines what the person can see and do (see below).
Professional role and Language — for display and the right assignment.
Access groups — control which cases the person can see (optional).
Leave the Send invitation after creation switch on so the person gets an email right away with a link to set up their password.
Click Invite user.
You can also create a person first and send the invitation later — just turn off the Send invitation after creation switch.
Creating several users at once
At the top of the create dialog you choose between Single user and Several users. On the Several users tab you create up to 500 people in one go — you type them into a table or have them read in from a CSV file.
Above the table you see what amaise fills empty fields with: role, professional role and language are pre-filled with your workspace's defaults.
Click Create user at the top right and switch to the Several users tab.
Fill in the table — First name, Last name, Email address, Role, Professional role and Language. Every cell stays editable until the users are created.
Use Add row to add a row. At the end of each row you can duplicate it — everything except the email address is carried over — or remove it.
Leave Send invitation after creation on so everyone created gets an invitation right away.
Click Create and invite users; the button tells you the number of rows.
amaise creates the people one after another. A progress bar shows how far the run is, and every row ends with a check mark or an error note. If a row didn't work, correct it right in the table and click Retry — rows that were already created aren't processed a second time.
The table holds at most 500 users at a time. If your file has more rows, amaise only reads the first 500.
Filling the table from a CSV file
Click Download CSV template. The template is generated for your workspace — its example rows carry exactly the roles, professional roles and languages available to you.
Enter your people in the template and save it as a CSV file.
Choose the file under CSV file. If the table already holds something, amaise asks whether the file should replace it.
Once the file is read, Column assignment shows which column of your file fills which field. If something is off, pick the right column there; if your file has no column for a field, leave it on Not assigned — the field stays empty, and role, professional role and language are filled with the defaults. If first and last name sit in a single column, assign that column to only one of the two fields; amaise splits the name itself.
If you change the column assignment after editing something in the table, the list is read from the file again and your changes are lost. amaise asks first.
Spotting duplicate addresses
Before anything is created, amaise checks every email address and marks the row concerned:
Already in this workspace — the person already has access here.
Duplicate email address — the address appears more than once in the table; the first row with that address stays.
If there are such rows, the Remove duplicate addresses button appears above the table with their number. One click clears them all.
The roles at a glance
Workspace admin — full access to the workspace: cases, users, settings, and reporting. Can assign any of the workspace's roles.
Technical admin — manages the workspace but sees no case content. Suitable for IT staff. Can also assign any role, including Workspace admin.
Basic user — for daily case work. No access to user or workspace management.
External user (also read-only) — for external experts such as medical examiners. Access to cases by invitation only.
External coordinator and External organization — for external providers who pass cases on to their experts.
amaise can adjust these roles for your workspace or add roles of its own on request — contact Customer Success for that. The role picker always shows the roles as they are set up for your workspace; which permissions a role includes is shown under Settings: Roles and permissions.
A changed role, a removed access or a deleted account takes effect without a new sign-in, within about 15 minutes at the latest.
Managing existing users
From the menu (the three dots) at the end of each row you can:
Edit user — adjust the name and access groups. Both belong to the person's account, so they apply in every workspace the person belongs to.
Send invitation — if the first invitation has expired.
Reset multi-factor authentication — the person sets up MFA again at their next login.
Delete user from the workspace — the person loses access to your workspace. If they belong to no other workspace, their account is deleted; otherwise they keep their other workspaces.
Delete user profile — only for single sign-on users (see below): deletes the account in amaise. If the person also belongs to another workspace, amaise refuses and tells you so.
Which actions are available depends on the row: on your own row the destructive actions are hidden, so the menu shows fewer entries or disappears entirely.
Guarding against accidental lockout
amaise prevents you from locking yourself or the workspace out:
Your own row: You can't change your own role or your own access from this list; the role is shown read-only with a lock icon, and the destructive actions are hidden on your row. amaise points this out: «You cannot change your own role or access here. Ask another administrator to make this change for you.»
Last administrator: Every workspace needs at least one administrator. If you try to downgrade or remove the last remaining administrator, amaise cancels the action: «Every workspace needs at least one administrator. Assign another administrator before making this change.»
Users signed in with single sign-on (SSO)
If your organization signs in via single sign-on, those users are marked with a Single-Sign-On user label. Their name, access groups, role and workspace access then come from your identity provider and can't be changed here — the display name is shown for information only. To give such a person a different role or remove their access, change their groups in your identity provider. These accounts are created automatically the first time the person signs in, so you don't need to invite them individually.
Sending several invitations at once
If several people have been created but not yet invited, the Invite users icon (with the number of pending invitations) appears at the top right. Use it to select multiple people and send the invitations in one step.