5. Managing Users

Managing users within your Wholechain account is straightforward and crucial for ensuring an organized and secure environment. Properly assigning roles and access levels not only enhances collaboration but also protects sensitive information from unauthorized changes. Here’s how to effectively manage user roles and permissions:

Accessing the Settings Page

Navigate to Settings: Begin by clicking on the settings icon located in the top right corner of your dashboard. This will take you to the settings menu, where various account management options are available.

Navigating to Users & Permissions

Select Users & Permissions: In the left sidebar of the settings menu, select the Users & Permissions tab. Here, you will find a comprehensive list of all users associated with your Wholechain account, along with their assigned roles.

Inviting New Users

Adding new users to your account is essential for expanding your team's capabilities. To invite new users:

Click on Invite: On the right side of the Users & Permissions page, locate and click the Invite button. This action will open a dialog box prompting you to enter the new user’s email address.
Choose the Role: Select the appropriate role for the user. You can designate them as an Admin or an Employee. Ensure that the chosen role aligns with their responsibilities:
- Admins have full access to manage settings, roles, and permissions.
- Employees have limited access, allowing them to perform necessary tasks without altering account settings.
Personalize the Invitation: Optionally, you can add a personal message to the invitation. This is a great way to welcome the new user or provide additional context about their onboarding process.
Send the Invitation: Finally, click Send to dispatch the invitation. The new user will receive an email containing instructions on how to set up their access. They’ll be guided through the account creation process, ensuring they can start using Wholechain promptly.

Modifying Existing User Roles

As your organization evolves, you may need to adjust user roles and permissions to reflect changes in responsibilities. Here’s how to do that:

Hover Over User Name: In the Users & Permissions list, hover over the name of the user whose role you wish to change. This will reveal the Actions button next to their name.
Select Change Role: Click on the Actions button and choose Change Role from the dropdown menu that appears.
Assign a New Role: A dialog will appear, allowing you to select a new role for the user. Choose from the available roles, ensuring the selected role aligns with the user's updated responsibilities.
Confirm Changes: After selecting the new role, click Done to confirm the changes. It’s advisable to notify the user about their new role and any implications it may have on their access to account features.

Deleting Existing Users

If you need to remove a user from your Wholechain account—whether they have left the organization or their role has changed—follow these steps to delete their access:

Identify the User: Go to the Users & Permissions section as previously described, locating the user you wish to delete from the list.
Hover Over the User’s Name: Hover over their name to reveal the Actions button next to it.
Select Change Role (to Prepare for Deletion): Click on the Actions button and select Change Role. You will need to change the user’s role to Employee first, as Admins and Owners cannot be deleted directly.
Remove the User:
- Once their role is set to Employee, return to the Actions button and select Remove User or Delete User from the dropdown options.
- Confirm your action in the popup that appears. This step is crucial for finalizing the deletion process.
Finalize Deletion: After confirming, the user will be removed from your account entirely.

Note: Admins and Owners cannot be deleted as team members. To delete those team members, you must first change their access level to "Employee."

By regularly reviewing and managing user roles, you can ensure that access to sensitive information is appropriately controlled, decreasing the risk of errors and unauthorized changes to your account settings.