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    Managing users and permissions
    • 07 Jan 2025
    • 3 Minutes to read
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    Managing users and permissions

    • Updated on 07 Jan 2025
    • 3 Minutes to read
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    Article summary

    This article explains how to add users to your Lightico account and how to define their access to different parts of your Lightico platform using roles.

    Add users

    To add a user to your Lightico account:

    1. In the Lightico admin center, in the left navigation pane, click User Management.

    2. Click Create New User in the top right corner.
      The Add user dialog box opens.

    3. In the Team list, select a team for the user.

    4. In the Login name box, enter the user's email address.

    5. You can enter the following optional fields: First name, Last name, Employee ID

    6. In the Password box, enter a password and then confirm the password in the Confirm password box.

      The password should be at least 8 characters and should include at least 1 uppercase and 1 lowercase character, at least 1 digit, and at least 1 special symbol [ ! @ # $ % ^ & * , . ]. It should not contain the portion of your email address before the @ symbol.

    7.  In the Active user list, select the status of the user:

      • No (inactive) - The user cannot access the system.

      • Yes (active) - The user can access the system based on their settings and permissions

      • Time limited - The user can access the system for a specific duration which you define here.

    8.  Click Save.
      The user is created and assigned the Agent role by default.

      To assign a different role, see below.

    User roles

    After you have created a user, you can assign the user a role. Roles define to which parts of the platform a user has access.

    There are two types of roles:

    • Standard - defined by Lightico

    • Custom - defined by an admin of your Lightico account

    Standard user roles

    Standard user roles are defined by Lightico and cannot be edited.

    The following standard user roles are listed below from least to most access:

    • Agent – Runs Lightico sessions and has access only to the collaboration room.

    • Team supervisor – Manages activity of teams. Has access to Team and user data, but not settings.

    • User admin - Creates teams and users.

    • Business configurator – Creates and manages assets.

    • Profile admin - Overall admin with full access to the entire platform.

    The following table shows features and which standard user roles have access to them.

    Agent

    Team supervisor

    User admin

    Business configurator

    Profile admin

    Agent console

    ✅

    ✅

    ✅

    ✅

    Usage reports & session history

    ✅*

    ✅

    Dashboard analytics

    ✅*

    ✅

    Create and edit users

    ✅

    ✅

    Create and manage assets (workflows, forms, PDF templates, Dynamic Documents, document requests)

    ✅

    ✅

    Team and System settings

    ✅

    *For the user’s team only

    Create custom user roles

    If you find the need to define different levels of access than provided in standard roles, you can create your own. Creating your own entails defining a name and selecting to which parts of the platform this role will have access.

    To create custom user roles:

    1. In the User management page, in the Roles & permissions tab, click Create role.
      The role creation page appears.

    2. On the right side, enter a name and description for the new role.

    3. On the main part of the page, under Permissions, toggle on any features that you will enable for this new role.

    4. Click Save at the top of the page.


      The new role is saved and appears in the list on the Roles & permissions tab.

    Assign user roles

    To assign user roles:

    1. Click the edit icon next to the relevant user.


      The Update user dialog box opens.

    2. From the Role list, select a role.

    3. Click Save.

    Upload users in bulk

    You can upload multiple users using a CSV file.

    To upload users in bulk:

    1. In the Lightico Administration page, in the left pane, click Users.

    2. Click Download Csv Template to download the template. See the on-screen instructions for filling out the template and click Download.

    3. Complete the template and save it to your local drive.

    4. Click Upload Users in the top right corner and upload the csv file you just created.

    5. Click Upload.

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