Kuika’s workspace user management allows you to add and remove teammates and manage their permissions, roles, and access rights. In this training, you’ll learn how to manage users and roles in your workspace.

Accessing the Settings Panel

All user and role management tasks are performed through the Settings panel:

1. Log in to the Kuika platform.
2. Click the Settings (gear) icon in the left-hand menu.
3. The following screens appear in the menu that opens:
   
   • Team: Invite workspace users, manage their roles, and delete them.
   • Roles: Manage roles used in projects at the workspace level.
   • Subscription: Subscription information.
   • Billing: Billing information.
   • AI Chatbot
   • Onboarding

Sending a New User Invitation

1. Open the Team screen in the Settings panel.

1. Click the Invite button in the top-right corner of the screen.
2. In the window that opens, enter the email address of the user you want to invite. To invite multiple users, you can copy and paste their email addresses from Microsoft Excel, Google Sheets, or Apple Numbers.
3. Click the Send Invite button.
4. Follow the payment steps in the window that opens to complete the user addition process.

Subscriptions in Kuika are determined based on the number of users. A new subscription is created for each user you add, and the billing process begins.

Your subscription plan must be eligible to invite users. You can update your subscription from the Settings > Subscription screen or the Pricing page.

User Invitation Management

• Invitations can only be sent by an Owner or Supervisor.
• If the user’s email address belongs to the relevant company, the platform automatically sends an invitation email.
• The status of a user who has been invited appears as Waiting on the Team screen.
• If a user declines the invitation, their status is updated to Declined.
• Invitation emails can be resent to users with a Waiting status.
• Users with a Declined status can be invited again or deleted.

Managing User Roles

1. Enable the Enable workspace authorization option.

You cannot change a user’s role unless the Enable workspace authorization option is enabled.

1. Open the Team screen in the Settings panel.
2. Open the three-dot menu next to the user whose role you want to change.
3. Click the Manage Member option.
4. View the user’s information on the Member Info screen and click the Change button to assign a new role.

Role Definitions:

• Owner: Has full permissions in the workspace. Ownership can be transferred.
• Supervisor: Has permission for all actions except financial transactions.
• DevOps: Can configure and manage project settings.

User roles can only be edited by an Owner or Supervisor.

Managing Roles at the Workspace Level

The Roles screen allows you to manage the roles used in your workspace’s projects from a single location. From this screen, you can see which projects a role is used in, add or remove the role from projects, and rename the role across all projects where it is used in a single step.

The Roles screen lists the roles defined for end users in the applications you develop. The Owner, Supervisor, and DevOps roles for workspace users are not managed from this screen but rather through the steps described in the Managing User Roles section.

Accessing the Roles Screen

Open the Roles screen in the Settings panel.

On the Roles screen, roles are listed with the following information:

• Role: The role’s name.
• Used in: The projects where the role is used.

You can search among roles using the Search field in the upper-right corner of the screen. To perform an action on a role, open the three-dot menu to the right of the relevant row.

Renaming a Role

1. Open the three-dot menu next to the role you want to rename and click the rename option.
2. In the Rename window that opens, enter the role’s new name.

1. The window lists the projects where the role is used and that will be affected by the change. After reviewing the list, click the Rename button.

The renaming process is applied simultaneously to all projects that use the role. You do not need to update the role separately in each project.

Adding or Removing a Role from Projects

1. Open the three-dot menu next to the role you want to edit and click the “Project Management” option.
2. The Manage Projects window that opens lists the projects in your workspace. Projects where the role is used are displayed with a checkmark.
3. Check the boxes for the projects you want to add the role to, and uncheck the boxes for the projects you want to remove it from. You can use the Search projects field to find the project you’re looking for.
4. Click the Save button to save your changes.

A role must be used in at least one project. You cannot uncheck a role from all projects.

Deleting a User

1. Open the Team screen in the Settings panel.
2. Open the three-dot menu next to the user you want to delete.
3. Click the Remove option.

Important considerations regarding user deletion:

• When you delete a user, you will not be charged additional fees for that user in the new billing period.
• Users can only be deleted by Owners and Supervisors.
• If the deleted user holds the Owner role, the project owner must be changed.
• After deletion, the new project owner is notified via email.

Delegation (Authority Transfer) Procedures

The Kuika platform allows users to delegate their responsibilities to another user for specific periods. This feature ensures seamless authority transfer, particularly for tasks such as permissions, reports, and process management.

Creating a Delegation

1. Go to the Delegation Management screen.
2. Select the source user and the permissions to be delegated:
   
   • Generated App roles
   • Permission groups
   • Component permissions
3. Specify the target user and the delegation duration.
4. Click the “Create Delegation” button.

Delegation can only be performed by authorized users (Owner or Supervisor).

Delegation List and Editing

• Users can view a list of their active delegations.
• The duration, scope, and target of delegations can be edited.
• Delegation details are managed via system actions such as GetActiveUserAccessDelegationDetail.

Logging In with a Delegation

• The user logs into the platform with their own account.
• After logging in, a list of users to whom they have been delegated access is displayed.
• The user selects one of these individuals and logs into the platform on their behalf.
• The system limits access solely to the delegated permissions.

User selection page:

• Users from whom delegation has been received are displayed in a drop-down list.
• After selection, the session becomes active via the SigninWithDelegation action.

Thanks to this structure, user management in your workspace becomes more flexible and controlled through both permanent roles and temporary delegation of permissions.