Users

Administrators Only

This setting is only visible to users with the Administrator role.

In the Users section, you manage all users of your organization: invite new people, assign roles, and control access.

Opening the User Overview

1. Navigate to Admin Settings → Users
2. You will see a list of all users with:
   • Name and email address
   • Role (User, Manager, or Administrator)
   • Join date

Roles at a Glance

Role	Permissions
User	Chat, create and use skills, upload documents
Manager	Same as User, plus depending on configuration: manage teams, manage and share skills and knowledge collections. Can access certain admin settings.
Administrator	Full access to all features and settings of the organization

Which permissions users and managers have in detail can be configured under Roles & Permissions.

Inviting Users

For a detailed guide on inviting users, see Getting Started: Invite Users.

Quick guide:

1. Click Invite User
2. Enter the email address
3. Select a role
4. Click Send Invitation

Work email addresses only

Private email addresses (e.g. Gmail, GMX, Web.de, t-online) are not allowed for security reasons. Use your colleagues’ work email addresses.

Editing a User

To edit a user, click the three dots (⋯) next to the user in the list. The following options are available:

Edit Name and Email

To change a user’s name or email address:

1. Click the three dots (⋯) next to the user
2. Select Edit
3. Update the Name and/or Email fields
4. Click Save

Note

If you change a user’s email address, they will receive a confirmation email at the new address and must verify it before the change takes full effect.

Change Role

Select the desired role directly from the options:

Warning

Promoting someone to Administrator grants them full access to all settings and user data in your organization.

Send Password Reset

If a user with an existing Ayunis password has forgotten it:

1. Click the three dots (⋯) next to the user
2. Select Send password reset
3. The user will receive an email with a link to reset their password

This function is not available for accounts that were created automatically through single sign-on and do not have an Ayunis password.

Reset Two-Factor Authentication

If a user has lost access to their authenticator app and recovery codes:

1. Click the three dots (⋯) next to the user
2. Select Reset two-factor authentication
3. Confirm the action

The user can then sign in with their Ayunis password or through organization sign-in. If two-factor authentication is required, they must set up an authenticator app again at their next sign-in unless a second factor was verified during organization sign-in.

Unlock a Locked Account

If a user has entered the wrong password too many times, their account is automatically locked. The user list shows the status Locked. To unlock the account:

1. Click the three dots (⋯) next to the locked user
2. Select Unlock account
3. Confirm the action in the dialog

After unlocking, the user can sign in again immediately and their unsuccessful login attempts are cleared.

Delete User

To permanently revoke access:

1. Click the three dots (⋯) next to the user
2. Select Delete
3. Confirm the action

Warning

Access is revoked immediately. This action cannot be undone.

Setting a Credit Limit for a User

You can set a monthly credit limit for individual users to control how many credits they can consume per calendar month. This is useful for managing costs or ensuring fair usage across your organization.

Centralized Credit Limits Page

You can also manage credit limits for all users and teams in one place. Navigate to Admin Settings → Credit Limits to see an overview of all configured limits, search for specific users, and set or adjust limits without opening each user individually.

Setting or Editing a Credit Limit

You can set a user’s credit limit from the centralized Credit Limits page or from the user list:

1. Navigate to Admin Settings → Credit Limits and switch to the Users tab, or
2. Click the three dots (⋯) next to the user in the Users list and select Set credit limit (or Edit credit limit)
3. Enter the number of monthly credits the user may use
4. Click Save

Removing a Credit Limit

1. Click the three dots (⋯) next to the user
2. Select Remove credit limit

When no credit limit is set, the user can use credits freely within the organization’s overall budget.

Note

Setting a credit limit to 0 blocks all usage for that user. A user who has reached their credit limit will see a notification in the chat advising them to contact their administrator, and cannot send further messages until the next calendar month.

Automatic Email Notifications

When a user has consumed 80 % of their credit limit, all administrators in the organization receive an email warning. When the limit is fully reached (100 %), a follow-up email is sent informing you that the user can no longer use the paid models until the limit is adjusted.

The emails include a direct link to the user settings so you can review and adjust the limit immediately. Notifications are sent automatically and reset each calendar month.

Next Steps

• Roles & Permissions — Define what managers and users are allowed to do
• Manage Teams — Organize users into teams
• Getting Started: Invite Users — Detailed invitation guide