Managing Users

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Accessing the Teammates Page

The Teammates page displays all users in your organization who have access to Glean. From here, you can:

• View a list of all users
• See their departments and assigned roles
• Manage user permissions
• Search for specific users
• Filter users by department or role

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Inviting Teammates

To invite new users to your Glean instance:

1. From the Teammates page, click the “Invite teammates” button in the top-right corner
2. This will take you to the Invite teammates page where you can manage Slack and Email invites
3. Use the search box to find specific teammates to invite
4. Filter by departments using the dropdown menu
5. To send invites:
   • Click the Slack button to invite via Slack
   • Click the Email button to invite via Email
6. You can also download invite statistics by clicking “Download stats”

The Invite teammates page shows different tabs for tracking invitation status:

• Not invited
• Invite sent
• Signed up
• All users

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Managing User Roles

Glean offers several user roles with different permission levels:

• Super Admin: Targeted at security team members who need access to sensitive content
• Admin: Regular administrators who maintain Glean
• Setup Admin: Can help connect data sources but aren’t involved in general maintenance
• Member: Standard users who can access content but have limited creation abilities

More information:

• About Role Based Access Control (RBAC)
• Administrator Roles
• User Roles

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Editing a User’s Role

To change a user’s role:

1. On the Teammates page, find the user you want to edit
2. Click the three-dot menu (⋮) at the end of the user’s row
3. Select “Edit roles” from the dropdown menu
4. In the “Edit role” dialog, select the appropriate primary role
5. Optionally, assign additional roles by checking the boxes under “Additional roles”
6. Click “Save” to apply the changes

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Setting Default Member Permissions

You can set default permissions for all users with the Member role:

1. From the Teammates page, click “Default Member permissions”
2. Toggle the switches to enable or disable specific permissions:
   • Can create new Answers
   • Can create new Collections
   • Can create new public Pins
   • Can create new Go Links
   • Can create new Apps and Actions
3. Changes may take up to 15 minutes to take effect

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Session Management

For security reasons, you may need to sign users out of all their active sessions.

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Signing a User Out of All Sessions

1. On the Teammates page, find the user you want to sign out
2. Click the three-dot menu (⋮) at the end of the user’s row
3. Select “Sign out of all sessions” from the dropdown menu
4. Review the active sessions listed, showing:
   • Session start time and date
   • IP address and location
   • Device and browser information
5. Click “Sign user out of all sessions” to confirm
6. The user will need to re-authenticate via SSO to access Glean on all devices

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Best Practices for User Management

• Regularly review user permissions to ensure appropriate access levels
• Remove access for users who have left your organization
• Use the “Super Admin” role sparingly for security purposes
• Consider using department-based permissions for more granular control
• Review active sessions periodically to identify any suspicious login activity