Managing Accounts
The accounts overview provides administrators with insight into all user accounts within the organization. Here you can manage accounts, view statistics, and perform collective actions.
Overview
The accounts overview displays a table with all accounts, sorted by name. The table shows:
| Column | Description |
|---|---|
| Selection | Checkbox to select accounts for collective actions |
| Name | The display name of the user |
| The user's email address | |
| Permissions | The user's role (Employee, Admin, etc.) |
| Created on | Date the account was created |
| Last login | Date of the last login |
| Sessions | Number of sessions this month (only visible with session statistics enabled) |
| Avg. duration | Average session duration (only visible with session statistics enabled) |
| Can login | Indicates whether the account is active |
Statistics
Click the chart button in the toolbar to open a statistics dialog. This shows:
- Employees with account: Number of employees who have created an account
- Employees logged in this month: Number of employees who logged in this month
Each statistic also shows a percentage and a visual indicator for quick evaluation.
Session Statistics
Click the session button (clock icon) in the toolbar to enable session statistics. This adds two extra columns to the table and shows a summary at the top:
Summary
When session statistics are enabled, summary chips appear above the table:
- Active this month: The number of accounts that had at least one session this month
- Sessions: The total number of sessions across all accounts this month
- Avg. duration per session: The average duration of a session across all active accounts
Extra columns
| Column | Description |
|---|---|
| Sessions | The number of sessions for this account in the current month |
| Avg. duration | The average duration per session for this account |
Click the session button again to hide the extra columns.
Loading session statistics requires a database query per account. With a large number of accounts, this may take a moment. Only enable session statistics when you need this information.
Actions per Account
The following actions are available via the menu (⋮) for each account:
- History: View the chat history of this account
- Files: View the files of this account
- Copy Database ID: Copy the database ID (super admins only)
- Permissions: Change the account's role
- Login status: Activate or deactivate the account
- Delete account: Permanently delete the account
When deleting an account, the chat history and all files of that account are also permanently deleted.
Collective Actions
You can select multiple accounts at once using the checkboxes in the first column. Use the checkbox in the header to select all visible accounts.
Collective Deletion
When accounts are selected, a delete button appears in the toolbar. After confirmation, all selected accounts and associated data will be deleted.
Export to Excel
When accounts are selected, an export button appears in the toolbar. Click it to export the selected accounts to an Excel file.
The Excel file contains the following columns:
- Name
- Role (Employee, etc.)
- Created on
- Last login
- Can login (Yes/No)
The Excel export is useful for reporting purposes, such as creating an overview of inactive accounts.
Filtering
Use the search field in the toolbar to filter by name, email address, or permission. The filter works on all visible columns.
Viewing the app as an employee
Admins and board admins can temporarily view the app from the perspective of an employee. This is useful to check which features and menu options are available to employees, without needing a separate account.
Enabling
- Click your profile icon in the top right of the toolbar
- Go to Profile
- Click the Role view tab
- Enable the View as employee toggle
What changes
Once role view is active:
- A red "As employee" badge appears in the toolbar, next to the environment name
- Admin-specific menu options (such as the management area) are hidden
- The app looks exactly as it would for an employee
Disabling
Click the "As employee" badge in the toolbar, or turn off the toggle in the Role view tab.
