Manage user accounts, permissions, and roles to ensure secure and efficient access to ActionAtlas. There are three statuses for users: Active, Inactive and Archived. We do not delete users, but when a user is moved to archived a license is returned to the account, and the data associated with that user and all reference points remain intact.
In This Article:
User Management Basics
User management in ActionAtlas provides administrators with tools to control access to the platform, assign appropriate permissions, and maintain security across the organization.
Key Components of User Management
- User creation and configuration
- Role assignment based on job functions
- Permission control for platform features
- User status management
- License allocation and optimization
User Management Capabilities
- Add new users with appropriate access levels
- Modify existing user permissions as roles change
- Deactivate users temporarily when needed
- Archive former users while preserving their data
- Monitor user activity and system access
To access User Management, navigate to Administration > User Management in the main navigation menu. This area provides a complete view of all users in your ActionAtlas environment and tools to manage them effectively.
Understanding User Statuses
ActionAtlas uses three distinct user statuses to manage access and license allocation while preserving data integrity:
Active
Users who can currently access the system and perform actions based on their assigned permissions.
- Consumes a license
- Full access to assigned features
- Appears in user selection dropdowns
- Receives system notifications
- Can be assigned to projects and tasks
Inactive
Users who temporarily cannot access the system but still retain their account configuration.
- Still consumes a license
- Cannot log into the platform
- Remains in user selection dropdowns
- Does not receive notifications
- Preserves all user settings and assignments
Archived
Former users whose accounts have been removed from active use while preserving their historical data.
- Releases the license back to the pool
- Cannot log into the platform
- Not available in user selection dropdowns
- Preserves historical data and activity
- Name remains on historical records and comments
Important: ActionAtlas does not delete users to maintain data integrity throughout the platform. When a user is no longer needed, use the Archive status to free up their license while preserving all historical data, project associations, comments, and activity records.
User Types and Permissions
ActionAtlas uses role-based access control to define what actions users can perform within the platform:
Standard User Types
- Admin: Full system access with comprehensive control over all platform settings, user management capabilities, and financial data
- Operations: Broad access to manage operational aspects of the platform including workflow configurations, most system settings, and reporting
- Project Manager: Project-focused access with ability to create and manage projects, resources, and team communications
- Team Member: Role-specific access limited to assigned projects and tasks with basic collaboration capabilities
Permission Categories
- Projects: Creating, editing, and managing projects
- Financial: Access to budgets, expenses, and invoices
- Client Data: Viewing and managing client information
- Talent: Managing freelancers and internal team members
- Reports: Accessing analytics and generating reports
Managing Permissions
- Access levels are determined by assigned user type
- Permissions can be further customized by Admins
- Project-specific permissions can override default settings
- Changes to permissions take effect immediately
- Permission history is tracked for security auditing
To modify a user's role or permissions, navigate to their profile in the User Management section and select the Roles & Permissions tab.
License Management
ActionAtlas licenses are allocated on a per-user basis, with different considerations for each user status:
License Allocation Rules
- Active users consume one license each
- Inactive users continue to consume licenses
- Archived users release their license back to the available pool
- Licenses are tied to your subscription plan and can be adjusted as needed
- Your current license usage is displayed at the top of the User Management page
Pro Tip: To optimize license usage, regularly review your user list and archive accounts for personnel who have left the organization or no longer need access to ActionAtlas. This returns those licenses to your available pool without losing any historical data.
Need Help?
Our support team is available to assist with questions about user management in your organization.
Contact Support