User management
  • 14 Mar 2023
  • 3 Minutes to read
  • Dark
  • PDF

User management

  • Dark
  • PDF

Article summary

This article explains how to create users and manage user access to parts of your Lightico platform. User access is managed in two ways:

  • Teams - Each user is assigned to a Team. During a session, access to assets such as workflows, forms, and PDF templates is granted according to team. Each Team can also have its own system settings (see Use session settings from a different team).
  • Roles -  Each user is given a role that defines to which parts of the Admin pages they have access.


Creating and managing users involves the following steps:

  1. Create teams
  2. Create users
  3. Assign user roles

Create Teams

When you create a user, you'll need to assign them to a team. So, the first step is creating a team.

To create a team:

  1. In the Lightico Administration page, in the left pane, click Teams.
  2. Click Create New Team in the top right corner. The Teams page opens.
  3. In the Name box, enter the name of your team.
  4. Under Associated Assets, select the assets that you want your team to have access to.
  5. Under Associated Workflows, select the workflows that you want your team to have access to.
  6. Under Settings, edit the relevant settings that you want to change for this team.
  7. Click Create.
    The new team appears on the Team page. A unique ID is assigned to the new team. This ID is not editable.
You can edit or delete the teams by clicking the relevant icons next to the team name.
If users are already assigned to a team, you cannot delete that team.

Create Users

After you have created teams, you create users and assign them to the different teams.

To create a user:

  1. In the Lightico Administration page, in the left pane, click Users.
  2. Click Create New User in the top right corner. The Add User dialog box opens.
  3. In the Team list, assign the user to a team.
  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 Assign User Roles, below.

Assign 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.

The user role hierarchy is as follows:

  • Agent – Runs Lightico sessions.
  • 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.
See below a table of features and which user roles have access to them.

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, a role.
  3. Click Save.

Features access according to roles

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



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

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.

Was this article helpful?