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app.athenahq.ai/settings/users

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Purpose

The Users page is your central hub for managing team access across your organization. It allows you to view all active members and pending invitations, control exactly what each person can see or do, and organize access by specific websites or groups. From here, you can invite new coworkers, manage custom permission levels (roles), restrict a user to specific websites, or promote them to an organization-wide administrator.

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What’s on the page

At the top of the roster, you can search for members or invites by name, email, or website URL. You can also narrow the list using several dropdown filters:
  • Type: Filters members by their scope: Organization, Website, or Group (if your organization uses groups).
  • Role: Filters by assigned role, including default system roles and your organization’s custom roles.
  • Status: Filters rows by Active, Pending, Delivered, Bounced, or Expired.
  • Website: Filters to members or invites granted access to a specific website.
  • Group: Filters to members or invites granted access to a specific group.

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People table

This unified roster displays active members alongside pending invitations. It is grouped into sections (e.g., organization members, website members, group members).
  • Member: The user’s avatar (or initial), full name, and email address.
  • Role: The permission level assigned to the user or invitee. For active members, this is a dropdown menu you can use to change their role instantly. If the user is the organization owner, it displays an “Owner” badge. Hovering over the Owner badge shows the tooltip: “Owner role cannot be changed directly”.
  • Access: The scope of what the user can see. This displays “All websites” for organization-wide members, a specific website (or stack of website logos) for website-only members, or “Group: [Name]” for group members.
  • Joined: For active members, this shows the date they were added. For invitations, it shows a status badge (Pending, Delivered, Bounced, or Expired).
  • ⋯ (Overflow menu): A button revealing additional management actions for that specific user or invitation.

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Member details side panel

Clicking “View details” on a member opens a slide-over panel summarizing their profile. It displays:
  • Name and Email: The user’s display name and email address. You can click the pencil icon next to their name to edit it.
  • Role: The user’s current role, with a dropdown to assign a new one.
  • Member since: The exact date the user joined.
  • Access: A summary of the websites they can view.
  • User ID: The member’s unique internal identifier (can be clicked to copy to your clipboard).
  • Market landscapes & Groups: Lists any specific market landscapes or groups the user belongs to.
  • Recent activity: For administrators, this lists the recent audit log actions performed by the user.

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Roles dialog

Clicking the “Roles” button at the top of the page opens a dialog where you define what members can see and do across each area of AthenaHQ. It is split into System roles (built-in, view-only defaults like Admin and Viewer) and Custom roles (tailored permission sets you can create, edit, and delete on certain subscription plans).

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What you can do here

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Invite users

Clicking the primary invite button opens a dialog to send new invitations. You can:
  • Choose the scope: Select whether to invite the user to your “Organization”, a specific “Website”, or a “Group”.
  • Assign an email and role: Type their email and pick a role from the dropdown.
  • Import CSV: Click “Import CSV” to bulk-add invitees. Your CSV must have an ‘Email’ column and can optionally include a ‘Role’ column matching one of your active role names.
  • Add another: Click “Add another” to add a blank row and invite multiple people at once.

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Manage roles

Inside the “Roles” dialog:
  • Create a custom role: Click “Create role” (or ”+ Create new role”) to define a tailored mix of access. Note: Custom roles require an Enterprise or Agency plan.
  • Copy permissions: When creating or editing a custom role, use the “Copy from:” dropdown to duplicate the permission grid of an existing role.
  • View or Edit permissions: Click “View” on a system role or “Edit” on a custom role to see the per-category permission grid (e.g., Prompts, Analytics, Billing).
  • Delete a custom role: Click “Delete” to permanently remove a custom role. You will be asked to confirm: “Delete “<role>”? Members and invites must not be using this role. This can’t be undone.”

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Manage individual members

Clicking the ⋯ menu on a member’s row lets you:
  • View details: Opens the “Member details” side panel.
  • Promote to owner: Opens a confirmation dialog to transfer full ownership to that user (the current owner will become an admin). The confirmation reads: “Are you sure you want to transfer ownership to <user>? You will lose owner privileges and become an admin. This action cannot be undone.”
  • Restrict to specific websites: Opens the “Move to website member” dialog, allowing you to demote an organization member down to specific website access.
  • Grant access to all websites: Opens the “Move to organization member” dialog, elevating a website-only member to full organization access.
  • Remove / Leave organization / Leave website: Removes the user from their current scope. If clicking your own name, this appears as “Leave”. The confirmation reads: “Are you sure you want to remove <user> from the organization? This action cannot be undone.”
  • Remove from group / Leave group: Revokes access to a specific group.

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Manage pending invitations

Clicking the ⋯ menu on a pending invite row lets you:
  • Revoke invite: Immediately cancels the pending invitation so it can no longer be accepted.

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Manage users in bulk

Hover over a user’s avatar on the far left of the table to reveal a checkbox. Check the box to enter multi-select mode. Once multiple rows are selected, a floating bar appears at the bottom of the screen allowing you to:
  • Change role: Assign a new role to every selected member at once.
  • Remove: Bulk-remove the selected members and/or revoke the selected invitations simultaneously.

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Data shown

This page displays all active team members and pending email invitations across your entire organization, including those restricted to specific websites or groups. It also displays all built-in and custom roles configured for your team. The “Recent activity” section in the member details panel pulls directly from your organization’s audit logs.

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Common workflows

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Inviting new team members

  1. Click the primary invite button at the top right of the page.
  2. Choose the access scope: Organization, Website, or Group.
  3. (If Website or Group is selected) use the dropdown to select the specific websites or groups they should access.
  4. Enter the user’s email address and select their role.
  5. Click “Add another” to queue up more users, or click “Import CSV” to upload a spreadsheet of emails.
  6. Click the primary button at the bottom of the dialog to send the invitations.

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Creating a custom permission role

  1. Click the “Roles” button at the top of the page.
  2. Under the “Custom roles” section, click “Create role”.
  3. Type a descriptive name for the role (e.g., “Content Writer”).
  4. In the Permissions grid, select either “View”, “Write”, or “No access” for each feature category (Content, Prompts, Analytics, etc.). To save time, you can use the “Copy from:” dropdown to start with an existing role’s permissions.
  5. Click “Create role” to save it. It will now be available in the role dropdown for any member or invite.

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Restricting an organization member to specific websites

  1. Find the organization-wide member in the roster and click the ⋯ menu on their row.
  2. Click “Restrict to specific websites”.
  3. In the confirmation dialog, select the specific websites they should retain access to.
  4. Select the role they should have on those websites.
  5. Click “Move to website”.

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Empty, loading, and error states

  • Loading: While team data is loading, the roster displays placeholder gray bars (skeletons) for avatars, names, and roles, fading out toward the bottom of the list to indicate more data is loading.
  • Empty: If you apply filters or searches that match no users, the table will simply display no rows.
  • Errors: If an action fails (e.g., trying to remove the last admin, or a network failure when saving a role), a red error toast will appear at the bottom of the screen with a specific explanation like “Cannot remove the last admin” or “Failed to assign role.”
  • Linked from: This page is accessed primarily via the “Users” link in the Settings navigation sidebar. It can also be reached via deep links that pre-filter the table to specific groups or websites.
  • Links to: The “Add Domain” dialog (used to set up automatic joining for corporate emails) connects to the Domain access settings underlying logic. Market landscape details shown in the member details panel link mentally to the Market Landscape features.