---
title: Users
slug: users
docTags: 
createdAt: 2024-11-20T12:22:43.287Z
---

The **Users** feature in Sanoflow allows organizations to effectively manage team members, their roles, permissions, and team assignments. This functionality ensures smooth collaboration, access control, and task delegation across various teams.

# Key Components of the Users Section

## Users Tab

This tab lists all users added to the organization. Key functionalities include:

- **Search Functionality**: Quickly find a user by their name or phone number.
- **Invite User**: Add new team members either by email invitation or a unique link.

**Details of Adding a User**:

- **Fields**:
  - First Name & Last Name: Identify the user.
  - Email: Email used for login and communication.
  - Designation: Optional field to clarify the user’s role in the organization.
  - Role: Define the user’s permissions (Admin, Manager, etc.).
  - Locations & Teams: Assign the user to specific branches or workgroups.
  - Default Inbox View: Customize the inbox layout for the user.
  - **Restrictions**:
    - Restrict Inbox View: Limit access to view assigned chats only.
    - Restrict Enquiry View: Limit access to sensitive enquiries.

:::hint{type="danger"}
Each **user's email address** has to be **unique**. You cannot have two accounts for one email address.
:::

- **Actions**:
  - **Invite via Email:** Sends a direct invite to the user's email.
  - **Invite via Link:** Generates a link for self-registration. 
  - ![](https://api.archbee.com/api/optimize/tjnHF_B8r1-EKcpEGK2I4-3sPIuOimMjcZj4-nslITH-20250813-133239.jpg)
  - **Suspend a user:** Suspend users who no longer use Sanoflow by toggling off their accounts.

![](https://api.archbee.com/api/optimize/tjnHF_B8r1-EKcpEGK2I4-b7d8xHgL9X1nJwe2WzKGN-20250813-133037.jpg)

## Roles Tab

Roles define the level of access and permissions for each user.

- **Predefined Roles**:
  - **Admin**: Full access across all functionalities.
  - **Manager**: Access limited to specific functionalities and locations.
  - **Agent**: Focused access for appointments and profile management.
- **Add Role**:
  - Assign a role name and description.
  - Configure module-level permissions.
- **Edit Role Permissions**:
  - Define access for modules like Appointments, Enquiries, Campaigns, Templates, etc.
  - Permissions include View, Manage, Delete, and Export capabilities.

:::hint{type="danger"}
Edits can only be applied to **newly added roles**.
:::

![](https://api.archbee.com/api/optimize/tjnHF_B8r1-EKcpEGK2I4-8klpJJYzuytjatrrNoipa-20250813-133433.jpg)

## Teams Tab

Teams group users for focused collaboration on specific tasks or customers.

- **Features**:
  - **Team Name**: Identify the group.
  - **Auto Assign**: Use round-robin distribution for equal workload sharing.
  - **Office Hours**: Define team availability for customer interactions.
  - **Pipeline Assignment**: Link teams to specific sales or service pipelines.
- **Actions**:
  - **Add Team**: Create a new team, assign users, and configure work settings.
  - **Edit Team**: Modify team details, such as members and schedules.

:::hint{type="info"}
If your **office hours** include **weekends**, leave the hours 12:00AM to 12:00AM as this will indicate a **day off**.
:::

![](https://api.archbee.com/api/optimize/tjnHF_B8r1-EKcpEGK2I4-tr0caJZKII9nObdTH8g-y-20250813-133613.jpg)

# Practical Use Cases

1. **Role Management**:
   - Customize roles for department heads to manage their specific modules.
2. **Efficient Workflows**:
   - Create a "Customer Support" team with a round-robin workload distribution.
   - Limit enquiry visibility for confidential data through role-based permissions.
3. **Improved Collaboration**:
   - Assign users to multiple teams for cross-functional projects.
   - Define team-specific office hours to ensure 24/7 customer coverage across time zones.

# Best Practices

1. Regularly review and update user roles to maintain security.
2. Use descriptive names for custom roles and teams for clarity.
3. Optimize office hours and pipelines for maximum efficiency.
4. Restrict permissions for sensitive modules to avoid accidental changes.

# FAQs

1. **Can I assign a user to multiple roles?**
   - No, users can only have one role, but they can belong to multiple teams for broader access.
2. **What happens if a user doesn't accept the invitation?**
   - The invitation link remains valid for 2 hours. If the two-hours window elapses, you may request a new link using the "forgot password" option in the [login page](https://app.sanoflow.io/login).
3. **How do auto-assignment and office hours interact?**
   - Auto-assignment will only function during the defined office hours unless "Auto Reply Outside Office Hours" is enabled.
4. **Can I edit a user’s email after they’ve been invited?**
   - No, once a user is invited, their email address cannot be changed. You’ll need to remove the user and re-invite them with the correct email.
5. **What’s the difference between restricting inbox view and enquiry view?**
   - Restricting inbox view limits the user to only see conversations assigned to them, while restricting enquiry view prevents access to sensitive enquiry data not specifically assigned.
6. **Can I delete a user from the system?**
   - Users cannot be permanently deleted for audit purposes, but you can deactivate them to revoke access while preserving historical activity logs.
7. **Do custom roles apply immediately after creation?**
   - Yes, once you assign a custom role to a user, the permissions are applied immediately. Make sure to review the permissions before assigning.
8. **How do I know if a team’s auto-assignment is working?**
   - You can check the auto-assignment logs under the Team’s settings or monitor how chats are being distributed across team members during active office hours.
9. **Is there a limit to how many teams a user can be part of?**
   - No, users can be added to as many teams as needed, allowing flexibility for cross-functional responsibilities.
10. **Can I temporarily disable a user without removing them from the system?**
    - Yes, you can deactivate a user from the Users tab. This prevents them from logging in or accessing the platform, while preserving their data and role assignments.