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app.athenahq.ai/settings/users

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Purpose

The Users & Team Management page is the central hub for organization owners and administrators to manage who has access to their workspace. It allows you to invite new teammates, monitor pending invitations, and carefully control what each person can see and do within your account. Because team members often need different levels of access, this page solves the problem of access control by letting you assign organization-wide roles, restrict users to specific websites or market landscapes, or organize people into distinct groups. It provides a clear, categorized view of everyone connected to your workspace so you can confidently manage permissions.

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What’s on the page

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Search and Filter Bar

At the top of the page, a toolbar helps you quickly locate specific team members or invitations.
  • Search: Filters the table by name, email address, website URL, or group name.
  • Type filter: Narrows the list to show only Organization, Website, or Group members/invites.
  • Role filter: Narrows the list to show only Owner, Admin, or Viewer roles.
  • Status filter: Narrows the list to show only Active, Pending, Delivered, Bounced, or Expired rows.
  • Website filter: Filters the table to show people associated with specific websites. This filter only appears if you are an organization member with multiple websites.
  • Group filter: Filters the table to show people associated with specific groups. This filter only appears if the groups feature is enabled on your plan and groups exist in your workspace.
  • Clear all: Resets all active filters to show the full list. Only appears when a filter is active.

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Invite Button

The primary call-to-action on the page. It opens the Invite Users modal, allowing you to send out new invitations. If you are a website-only member, this button is disabled, and hovering over it displays the tooltip: “Website members cannot invite users”.

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People Table

The main table organizes all users and invitations into expandable/collapsible sections: Organization, External access (for website-only members), Group access, and Pending invites. Clicking a section header collapses or expands those rows.
  • Member: Displays the user’s avatar (or initials), display name, and email address. For pending invites, it shows the invitee’s email and name if provided.
  • Role: Displays the user’s role (Owner, Admin, or Viewer). For eligible rows, this acts as a dropdown menu to instantly change the user’s permissions. Tooltips may appear here explaining restrictions, such as “Owner role cannot be changed directly”, “A workspace must have at least one admin”, or “You cannot change your own role”.
  • Access: Shows the scope of the user’s access. This will display “All websites” for organization members, a stack of website logos for external members, or the specific group name for group members.
  • Status: Indicates the current state of the user’s access. Accepted members show a green “Active” badge. Invitations will show a “Pending”, “Delivered”, “Bounced” (invalid email), or “Expired” badge.
  • Actions (⋯): An overflow menu at the far right of each row containing context-specific actions for that user or invitation.

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Drilldowns

  • User Detail Drawer: Clicking View details in a user’s row menu opens a side panel. It shows the user’s avatar, name, email, role badge, creation date, system User ID, and a list of their specific market landscape and group memberships. For administrators, it also displays a “Recent activity” log showing actions the user has taken.
  • Invite Users Modal: Clicking the Invite button opens this dialog. It features a radio selector to choose the invite type (Organization, Website, or Group), an access selector (to pick specific websites, landscapes, or groups), and a form to enter the recipient’s email, first name, last name, and role. It also includes options to “Add another” row or “Import CSV” for bulk invitations.
  • Transfer Ownership Dialog: Triggered by the “Promote to owner” row action. It displays a warning that the current owner will become an admin and that this action cannot be undone.
  • Move to Website Dialog: Triggered by the “Restrict to specific websites” row action. It provides a multi-select dropdown to choose which websites the user should retain access to, along with a role selector.
  • Move to Organization Dialog: Triggered by the “Grant access to all websites” row action. It provides a role selector to promote a website-only member to a full organization member.
  • Remove User / Remove Website User Dialogs: Triggered by destructive removal actions. They display a confirmation message naming the specific user and warning that the action cannot be undone.

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What you can do here

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Top-Level Actions

  • Search and Filter: Type in the search box or use the filter dropdowns to instantly narrow down the list of users and invitations.
  • Invite: Click the top-right button to open the invitation flow.
  • Collapse/Expand Sections: Click any gray section header in the table to hide or reveal the users in that category.

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In the Invite Modal

  • Send invite(s): Dispatches email invitations to the entered recipients with the chosen role and access levels.
  • Add another: Adds an additional blank row to the form so you can invite multiple people at once.
  • Import CSV: Opens your file browser to upload a CSV file containing Email, First Name, Last Name, and Role columns to bulk-populate the invite form.

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Inline Table Actions

  • Role dropdown: Click the role cell for any non-owner user (other than yourself) to instantly change their permissions between Admin and Viewer.

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Row Menu Actions (⋯)

Located at the far right of each row, this menu contains options based on your permissions and the user’s status:
  • View details: Opens the User Detail Drawer to see profile information and recent activity.
  • Promote to owner: Transfers full organization ownership to the selected user (requires confirmation; you will be demoted to an admin).
  • Restrict to specific websites: Converts an organization member into an external member with access to only the websites you specify.
  • Grant access to all websites: Promotes an external website member to a full organization member.
  • Remove / Leave organization / Leave website: Revokes the user’s access entirely. If used on your own row, removes you from the workspace. (Requires confirmation).
  • Revoke invite: Immediately cancels a pending organization, website, or group invitation.
  • Remove from group / Leave group: Removes the user from that specific group’s access list.
  • Resend invitation: Triggers a new email to the invitee (disabled if the email previously bounced).

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In the User Detail Drawer

  • Edit: Switches the drawer into editing mode.
  • Save / Cancel: Saves changes made to the user’s first name, last name, and role, or discards them.

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Data shown

The data on this page reflects all personnel connected to your workspace. This includes accepted members of your overarching organization, members who have been granted restricted access to specific tracked websites, and users assigned to specific groups. It also lists all pending invitations that have been sent out but not yet accepted. For administrators, the detail drawer also pulls in a historical log of the actions a user has taken across the platform.

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Common workflows

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Invite a new organization member

  1. Click the Invite button in the top-right corner of the page.
  2. In the modal, select Organization as the user type.
  3. Enter the invitee’s email address, optional first and last name, and select a role (Admin or Viewer).
  4. Click Send invite.
  5. The invitee receives an email, and their status appears in the “Pending invites” section of the table.

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Invite a website-only (external) member

  1. Click the Invite button.
  2. Select Website as the user type.
  3. Under “Websites & landscapes”, choose one or more websites from the dropdown list to grant them access to.
  4. Enter the invitee’s email, optional name, and assign their role.
  5. Click Send invite.

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Change a member’s role

  1. Locate the member in the People Table.
  2. Click the Role dropdown in their row (e.g., clicking “Viewer”).
  3. Select the new role from the list.
  4. The role updates immediately, and a success notification appears.

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Remove a member from the organization

  1. Locate the member you wish to remove in the People Table.
  2. Click the ⋯ (more) menu at the far right of their row.
  3. Click Remove.
  4. In the warning dialog that appears, click Remove user to confirm.
  5. The user loses access, and the table refreshes.

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Transfer organization ownership

  1. Locate the team member you want to make the new owner.
  2. Click the ⋯ menu in their row.
  3. Click Promote to owner.
  4. Read the warning in the Transfer Ownership dialog carefully, as you will lose owner privileges.
  5. Click Transfer ownership to confirm.

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Empty, loading, and error states

  • Empty: If no people or invites exist (or none match your current filters), the table is replaced by an illustration and the message: “No people yet. Invite teammates to collaborate on this workspace.”
  • Loading: While fetching team data, a skeleton table with 6 placeholder rows (showing faded shapes for avatars, text, and badges) is displayed.
  • Error: If the page fails to load data or an action (like changing a role) fails, a red toast notification will appear in the corner with a brief explanation of the error.
  • Linked from:
    • The Settings navigation sidebar (under “Users”).
    • Directly via the /settings/users URL.
    • Deep links from group or website settings pages (using ?scope=group:<id> or ?scope=website:<id> in the URL to pre-filter the table).
  • Links to:
    • Buttons in empty states or locked views may link to Settings > Billing to view plans.
    • The settings breadcrumb links back to Settings > Profile.

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Common support questions

Why can’t I invite a new user? Only organization Owners and Admins can invite new users. If you are a Viewer, or if you are a website-only member (external), the Invite button will be disabled. Why can’t I change someone’s role? You cannot change your own role. Additionally, the Owner’s role cannot be changed via the dropdown, and if an organization only has one Admin left, that Admin cannot be demoted to a Viewer to prevent locking the workspace. What does a “Bounced” status mean? A “Bounced” badge means the invitation email could not be delivered, usually because the email address is invalid or doesn’t exist. You cannot resend a bounced invite; you must revoke it and send a new one to the correct address. What happens when an invite expires? Invitations automatically expire after 30 days. When this happens, they receive an “Expired” badge. You will need to revoke the expired invite and send a fresh one. How do I make someone a website-only member? If someone is currently an organization member and you want to restrict them, click the ⋯ menu on their row and select Restrict to specific websites. You can then choose exactly which websites they are allowed to access.