Users & Roles

The Users & Roles section lets you control who has access to your OmniBots workspace and what actions they can perform. You can invite team members, assign built-in or custom roles, and configure Single Sign-On for streamlined authentication.

Inviting Users

To invite a new user to your workspace:

1. Go to Settings > Users & Roles.
2. Click Invite User.
3. Enter the user's email address.
4. Select a role to assign.
5. Click Send Invitation.

The user receives an email with a link to join the workspace. Invitations expire after 7 days. You can resend or revoke pending invitations from the Pending tab.

imageUser list table showing name, email, role badges, status indicators, and an invite user button in the top right corner

User management with role badges

TIP

You can invite multiple users at once by entering a comma-separated list of email addresses. All invited users receive the same role, which you can change individually after they accept.

Built-in Roles

OmniBots includes three built-in roles that cover common access patterns.

Role	Description
Admin	Full access to all features including settings, user management, and integrations
Editor	Can create and modify bots, knowledge bases, tools, and flows. Cannot manage users or settings
Viewer	Read-only access to bots, analytics, and reports. Cannot create or modify anything

Permissions Matrix

Permissions are grouped by feature area. Each role grants a specific level of access.

Feature	Admin	Editor	Viewer
Bots (create, edit, deploy)	Full	Full	View only
Knowledge Bases	Full	Full	View only
Tools	Full	Full	View only
Flows	Full	Full	View only
Analytics & Reports	Full	Full	View only
Settings	Full	View only	No access
Users & Roles	Full	No access	No access
Integrations	Full	View only	No access
Audit Logs	Full	View only	No access

imagePermissions matrix table showing feature areas as rows and Admin, Editor, Viewer roles as columns, with access levels indicated in each cell

Role permissions matrix

Custom Roles

When the built-in roles do not fit your needs, you can create custom roles with fine-grained permissions.

1. Go to Settings > Users & Roles > Roles tab.
2. Click Create Role.
3. Enter a role name and description.
4. Toggle individual permissions on or off for each feature area.
5. Click Save.

Custom roles appear alongside built-in roles when inviting or reassigning users. You can edit or delete custom roles at any time. Deleting a role requires you to reassign affected users first.

WARNING

Be careful when granting the "Manage Users" permission to custom roles. Users with this permission can invite new users and change role assignments, including elevating their own access.

Deactivating Users

To remove access for a team member without deleting their account:

1. Go to Settings > Users & Roles.
2. Find the user in the list.
3. Click the three-dot menu and select Deactivate.

Deactivated users cannot log in or access the workspace. Their past activity (audit logs, conversation history) is preserved. You can reactivate a deactivated user at any time by selecting Reactivate from the same menu.

SSO Configuration

OmniBots supports Single Sign-On through two identity providers.

Google SSO

1. Go to Settings > Users & Roles > SSO tab.
2. Select Google as the provider.
3. Enter your Google Client ID (from Google Cloud Console).
4. Click Save and Test.

Azure AD SSO

1. Go to Settings > Users & Roles > SSO tab.
2. Select Azure AD as the provider.
3. Enter your Azure AD Client ID and Tenant ID.
4. Click Save and Test.

TIP

When SSO is enabled, users from your organization can log in without a separate OmniBots password. You can still allow password-based login alongside SSO if needed.

Next Steps

• Configure integrations to connect AI models and external services
• Set up workspace branding to customize the portal appearance