User Management

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Overview

User Management is accessed at Dashboard → Users. Admins can invite new users, manage existing user roles and site assignments, and track invitation status. This works the same way for trial organizations and site organizations: each organization’s admins manage only their own organization’s users. Aitrium has two customer-facing roles:

• Admin — Organization-wide access to all features, including administration
• User — Access scoped to an assigned site

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Users Dashboard

The Users page provides an at-a-glance summary of your organization’s user base along with a detailed table for management.

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Statistics

• Total Users — Count of active and inactive users
• Administrators — Number of users with the Admin role
• Pending Invitations — Invitations awaiting acceptance
• Invitation Status — Breakdown of accepted vs. expired invitations

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User Table

The table displays all users and invitations with the following columns: You can toggle between a unified view (users and invitations in a single list) or a tabbed view (separate tabs for each). Use the status and site filters to narrow the list, or search by name or email.

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Inviting Users

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Inviting an Admin User

1. Navigate to Dashboard → Users
2. Click Invite User
3. Enter the user’s email address
4. Select the Admin role
5. Click Send Invitation

Admin users have organization-wide access — no site assignment is needed.

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Inviting a User with Site Assignment

1. Navigate to Dashboard → Users
2. Click Invite User
3. Enter the user’s email address
4. Select the User role
5. Select a Site from the dropdown
6. Click Send Invitation

User-role invitations require a site assignment. The user will only have access to data and workflows associated with that site.

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Invitation Lifecycle

• Invitations are valid for 7 days from creation
• Status flow: Pending → Accepted (user completes registration) or Expired (7 days elapsed)
• Only one active invitation can exist per email address
• If a previously deactivated user is re-invited, the system handles it as a reactivation — their existing account is restored with the new role and site assignment

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Managing Invitations

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Refreshing an Invitation

Refreshing extends the invitation expiration by 7 days from the current time:

1. Find the pending or expired invitation in the Users table
2. Click the actions menu (⋮) → Resend Invitation
3. The invitation link is refreshed and re-sent to the user’s email

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Revoking an Invitation

Revoking permanently removes a pending invitation:

1. Find the invitation in the Users table
2. Click the actions menu (⋮) → Remove Invitation
3. Confirm the removal

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Managing Existing Users

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Changing a User’s Role

1. Find the user in the Users table
2. Click the actions menu (⋮) → Edit User
3. Change the Role (Admin or User)
4. If changing to User, select a site assignment
5. Save changes

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Adding or Changing User Sites

1. Find the user in the Users table
2. Click the actions menu (⋮) → Edit User
3. Update the Site assignment
4. Save changes

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Deactivating a User

1. Find the user in the Users table
2. Click the actions menu (⋮) → Deactivate User
3. Confirm deactivation

Deactivated users immediately lose access to the platform. Their account status changes to Inactive and their organization association is removed. They can be re-invited later, which triggers a reactivation flow that restores their account with the new role and site assignment.