How to Add Users to Streamline

Managing users effectively is essential for keeping your team organized and ensuring everyone has the appropriate access to the platform. In this guide, we’ll walk you through the process of adding new users, assigning roles, and managing user accounts.

Step 1: Access the User Management Section

To begin, navigate to the account Icon on the platform’s main interface at the bottom left. Click on it and select Users to open the user management section.

Here, you will see a list of all current users and their roles within the platform. Additionally, this section allows you to manage user groups and see which users are still pending activation.

Step 2: View Current Users

In the Users section, you’ll notice two tabs at the top: All Users and Pending. The All Users tab shows everyone who has accepted their invitation and is actively using the platform. The Pending tab shows users who have yet to accept their invitation. You can use this tab to follow up with or delete users who haven’t responded. You also have the option to edit the profile of each user if you need to make changes to that user.

Each user row has a **More** menu (the three-dot icon on the right). Click it to see actions you can take for that user:

• Edit profile  – Open the user's profile to change their name, role, or other details.
• Resend invite –  Send the invitation email again to users who have not yet accepted. The option appears only for pending users whose invitation has not expired.
• Reset 2FA – Clear the user's TOTP two-factor authentication so they can sign in again and set it up anew. Only available when the user has TOTP 2FA enabled.
• Deactivate – Turn off the user's access to the account without removing them permanently. A deactivated user can be reactivated later.
• Delete – Permanently remove the user from the account and from all groups and projects. This action cannot be undone.

Which options appear depends on the user's status (pending vs. active), their role, and your permissions. Only account admins can use Resend invite, Reset 2FA, Deactivate, and Delete.

Step 3: Add a New User

Adding a user is a guided, two-step process. In the first step you configure the user's identity, role, and access. In the second step you personalize the invitation they will receive.

Who can invite users: Only Admins and Managers can add users. Builders and Operators do not have access to the invitation flow.

SSO-enforced organizations: If your organization requires SSO, the Add User flow is not available. Users must be provisioned through your identity provider. See SSO Considerations below.

Step 3a: User Setup

Click the Add User button in the top-right corner of the screen. You will be prompted to enter the following details:

• Name: Enter the user's first name and last name.
• Email Address: Provide a valid email address for the user.
• Role: Select a role from the dropdown: Admin, Manager, Builder, or Operator.

To invite additional users in the same batch, click + Add another and repeat for each user. All users added in a batch share the same role, group membership, and project access configuration. If you need to assign different configurations, create separate batches.

Add to groups

Expand the Add to groups accordion to browse and search available groups. Click Add next to each group you want the user to join. The counter badge on the accordion updates as you make selections. Group membership determines baseline permissions and organizational context for the new user.

Give project access

Expand the Give project access accordion to browse and search available projects. Projects the user will inherit through group membership are automatically listed with a Group access badge so you can see what the user will already have. You can grant additional direct project access beyond what groups provide. The counter badge updates to reflect total project access.

Step 3b: Personalize the Invitation

Reason for invitation (optional)

Enter a message explaining why the user is being invited, what they will work on, who they will collaborate with, or what is expected of them. This message appears in the invitation email and in the user's first-login welcome experience. Maximum 2,500 characters.

If you leave this field blank, the message section will be hidden in the invitation email and welcome experience rather than showing an empty field.

Quick-action chips

Below the message field, you will see suggested tasks based on the assigned role. These are pre-defined per role and provide guidance on common activities for that user type. They are not customizable.

Welcome page

Select which page the new user will land on after their first login. The options are filtered by the assigned role so users only see pages relevant to their permissions. The default is Homepage.

Click Done to send the invitation.

Step 4: User Invitation and Email Notification

After you complete the invitation flow, the platform sends a personalized email to the user that includes:

• Your organization's logo (pulled from your account branding settings)
• A header: "Join {Org Name} on Intellistack Streamline"
• Who invited them and the role they were assigned
• Your context message (if provided), displayed as a styled quote with your name and avatar
• A role-specific capabilities summary describing what the user can do in their assigned role
• A summary of their project access, including the number of projects and project names
• An Accept invitation button
• A 30-day expiration notice for the invitation link

Invitation expiration: Invitations expire 30 days after they are sent. In the User table, the Invite expires column shows the date when each invitation will expire. Users with an expired invitation show a status of Expired. Expired invitations can be resent from the Pending tab.

Step 5: New User Acceptance

When the user clicks the invitation link:

1. They are directed to create a password and set up authentication credentials (password, MFA, or SSO depending on your organization's configuration).
2. After signing in, a welcome modal appears with a personalized greeting.
   • If the inviter wrote a context message, it is displayed with the inviter's name and avatar.
   • A role-specific description explains what the user can do on the platform.
3. The user clicks Get started to dismiss the modal.
4. The user lands on the welcome page that was selected during the invitation (or the Homepage if no custom page was selected).

The welcome modal appears only on the user's first login. It cannot be replayed or accessed later. The welcome page selection controls only the first login landing page and does not change the user's default homepage for subsequent sessions.

Step 6: Verify User Activation

To confirm that the new user has been successfully added, return to the Users section. The user will now be listed as an active user with their assigned role.

The user will have access to the platform based on their assigned role, group memberships, and project access configured during the invitation.

Managing Pending Invitations

Resend an invitation

If a user has not accepted their invitation, you can resend the invitation email. Only account admins and managers can resend invitations. You can do this from the main Users page or the Pending tab.

1. Open the Users section (stay on All Users or switch to Pending).
2. Locate the pending user in the table.
3. Open the More menu for that user.
4. Select Resend invite.

A new invitation email is sent to the user's email address. The 30-day expiration applies from the original invitation; resending does not extend the expiration date.

There is no automated notification when an invitation is accepted or expires. Check the Pending tab to track invitation status.

SSO Considerations

SSO optional (not enforced)

The full invitation flow described above is available. You can invite users with role, group, project, context message, and welcome page configuration.

If a user is added through your identity provider rather than through the invitation flow, they will receive a default, role-based first-login experience when they first log in. This default experience includes the welcome modal and role description but does not include a personalized context message, custom welcome page, or inviter attribution.

If a user is invited through the invitation flow and later uses SSO to log in, the personalized first-login experience still applies on their first login.

SSO enforced

When SSO is enforced for your organization, the Add User invitation flow is not available. All users must be provisioned through your identity provider.

Users provisioned via the identity provider receive the default, role-based first-login experience only. There is no way to attach a personalized context message, select a custom welcome page, or pre-assign groups and projects through the invitation flow in this configuration.

Reset Two-Factor Authentication (2FA)

If a user has TOTP (authenticator app) two-factor authentication enabled and has lost access to their device or cannot sign in, an admin can reset 2FA for that user. Only account admins can reset 2FA, and you cannot reset 2FA for your own account.

Limitation: Reset 2FA is only available when the user has TOTP 2FA enabled. If the user has not set up TOTP 2FA, the option will not apply and you will see a message that multi-factor authentication has not been set up for that user.

1. Open the Users section and go to the All Users tab.
2. Locate the user in the table.
3. Open the row actions menu for that user.
4. Select Reset 2FA and confirm in the modal.

After the reset, the user can sign in with their email and password and will be prompted to set up 2FA again if your organization requires it.

Deactivate a User

Deactivating a user turns off their access without removing them from the account. A deactivated user cannot log in to Streamline, and the platform will not send notifications to deactivated users. A deactivated user can be reactivated later if needed. Only account admins can deactivate users. You cannot deactivate your own account.

Limitations:

• For now, the system does not prevent you from adding deactivated users to groups or projects. Avoid adding deactivated users to new groups or projects if you intend to keep them deactivated.
• You cannot deactivate a user who is a member of other organizations. If you try, you will get a validation error. As a workaround, you can remove the user instead (see Delete a User).

1. Open the Users section and go to the All Users tab.
2. Locate the user in the table.
3. Open the More menu for that user.
4. Select Deactivate and confirm.

Delete a User

You can permanently remove a user from your Streamline account. Only account admins can delete users. You cannot delete your own user account.

Limitations: Deleting a user permanently removes them from the account and from all groups and projects. This action cannot be undone. The user will lose access to the platform immediately. If you need to add them again later, you must add them as a new user and they will receive a new invitation.

1. Open the Users section.
2. Locate the user in the All Users or Pending tab.
3. Open the More menu for that user.
4. Select Delete.
5. In the confirmation modal, review the warning and confirm.

If you have selected multiple users for deletion, you cannot delete your own account if it is in the selection; you will be prompted to remove yourself from the selection and delete the other user(s) only.