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Users

Use the Users page to manage who belongs to the organization and what level of access they start with.

Start with Rights in 2 minutes if you want the shortest explanation before configuring users.

Always start with the user type. Add roles and access domains only if you need finer access control.

This page is the entry point for:

  • inviting members
  • reviewing who already has access
  • changing user type
  • assigning roles
  • removing access when needed

This page is about granting the right starting access. Fine-grained governance comes after that through roles and access domains.

Access​

  1. Click the Organization icon (building)
  2. Select "Users"
Permissions

Only administrators and owners can manage users.

User types​

Each user has a global type that defines their baseline rights:

TypeDescription
OwnerFull organization control, including billing and subscription decisions
AdministratorManages organization settings, users, and governance
EditorContributes to the knowledge base and content according to assigned rights
ViewerReads the knowledge base and content according to assigned rights
Counting

Editors, administrators, and owners count toward the Users limit of your plan. Viewers count toward the Viewers limit.

Administrators and owners can review current limits on the Organization page, in the Plan card.

In self-service organizations, Owner is the billing owner account. In the UI, this type cannot be selected manually for another user, and that account cannot be removed.

Invite a user​

  1. Click "Invite User".
  2. Fill in:
    • Email: User's address.
    • User type: Viewer, Editor, or Administrator.
    • Roles: Business roles to assign (optional).
  3. Click "Create".

Create user modal with email, user type and roles

The user receives an invitation email with a link to create their account or sign in.

SSO organization

If your organization uses SSO, users are automatically created on their first login via your Identity Provider. If the organization does not yet have any active SSO user, the first one appears as an Administrator. The next ones appear as Viewers by default.

Manage a user​

Change type​

  1. Click on the user in the list
  2. Change type in the selector
  3. Click "Validate"

Edit user modal with user type, roles and suspension toggle

If you change an existing editor or administrator to Viewer, Boldo warns that their private items are deleted.

Change roles​

  1. Click on the user
  2. Select roles to assign
  3. Click "Validate"

In practice: the role defines what the person can do; the access domain defines where they can do it.

Read Rights in 2 minutes for the short version, or Understand the access model for the detailed model.

Remove a user​

User row overflow menu with edit and transfer options

  1. Click on the user
  2. Click the delete icon
  3. Confirm
warning

The user immediately loses access. This action is irreversible.

You cannot remove the organization owner account.

SSO organization

For an SSO organization, first remove the user from your Identity Provider.

What to decide first​

Before assigning anything, answer these questions:

  • does this person only need to read, or also to contribute?
  • does this person need a paid Users seat, or only Viewer access?
  • is broad organization administration really required?
  • does the person need fine-grained access through roles and access domains?

If you choose the right user type first, and only then add the necessary roles, the rest of the setup becomes much easier.