The Manage Users screen lists everyone with access to the current workspace and lets Admins invite new users, change roles, and remove access. This screen is available to Admins only. Click Users in the application header to open the Manage Users screen for the current workspace.
At the top of the screen, a context strip shows the workspace name, the total number of users in the workspace, and your role in that workspace as a coloured pill.
User Management Navigation
All Users, Active, and Pending Tabs
| Tab | Shows |
|---|---|
| All Users | Every user in the workspace, active and pending. Selected by default. |
| Active | Users whose account is confirmed and who have workspace access. |
| Pending | Invited users who have not yet completed account setup. |
Cancelled and expired invitations are not shown in any tab. Review that history in the Audit Log. Please see the Audit Log article for more information.
Search and Filter User Table
| Control | Function |
|---|---|
| Search field | Filters the table live by name or email as you type. |
| Role Filter | Narrows the table to All Roles, Admin, Editor, or Viewer. |
| Organization filter | Narrows the table to All Organizations or a specific organization represented in the current member list. |
Read User Table
Your own row is labeled You with an Owner label in Actions, and has no destructive actions available. The table footer shows a count of displayed users (for example, Showing 5 of 5 users).
| Column | Description |
|---|---|
| Name / Email | The user’s name and email address. |
| Organization | The user’s organization. |
| Role | Admin, Editor, or Viewer. See Section 15 to change a role. |
| Status | Active or Pending, shown as a text-only pill. |
| Invited | The date the user was invited. |
| Actions | Role change, remove, or resend-invitation controls for that row. |
Invite Users
Admins invite new users to the workspace by email address. PolicyPro™ looks up each address against your organization’s Exostar accounts before you send invitations, so you can see who’s eligible before anything is sent.
Start Invitation
To start an invitation:
1. On the Manage Users screen, click Invite Users.
2. Enter up to 10 email addresses in the email field, one at a time (press Enter after each) or as a semicolon-separated list.
NOTE: Each address displays as a removable tag; click the x to remove one, or Clear all to start over. A running count shows how many addresses remain (for example, “7 remaining (10 max)”).
3. Click Lookup.
NOTE: PolicyPro™ checks each address against Exostar’s identity system and shows a loading state while the check is in progress.
Read Lookup Results
| Result | What you see | Can you invite? |
|---|---|---|
| Eligible, single account | Checkbox checked by default, organization from the identity lookup, and a role dropdown defaulting to Editor. | Yes |
| No Exostar account found | A warning explains the invitee will receive an account-creation email and be added automatically once their account is active. Row has a checkbox (checked by default) and a role dropdown. | Yes, status is Pending until the invitee registers |
| Multiple accounts found | A dropdown lets you select the specific account by ID and display name. Rows without a selection are highlighted amber with “Select an account to continue,” and Submit is disabled until every multi-account row has a selection. | Yes, once an account is selected |
| Ineligible, all accounts suspended | Row is greyed out with a disabled checkbox and the reason “All Exostar accounts associated with this email are suspended.” | No |
| Ineligible, already a workspace member | Row is greyed out with the reason “Already an active user in this workspace.” | No |
A footer count shows how many looked-up addresses are eligible to invite (for example, “2 of 3 users eligible to invite”).
Submit Invitation
To submit an invitation:
1. Set the role for each eligible invitee using the row’s role dropdown (Admin, Editor, or Viewer).
2. Deselect any row you don’t want to invite yet — every eligible row is checked by default.
3. Click Submit Invitation.
NOTES:
-
- If every invitation succeeds, a success banner reads “Invitations submitted,” followed by a table of email, organization, assigned role, and status (“Email invitation sent”) for each.
- If some addresses were ineligible, an error banner lists them with their reasons, and a separate “Successfully invited” section confirms the rest went through.
4. Click Done to return to Manage Users, or Invite More Users to start another batch.
What the Invited User Receives
PolicyPro™ sends a PolicyPro™ branded invitation email through the Exostar email service. The email states the workspace name, the role assigned, a link to accept the invitation, and instructions to create an Exostar account first if the invitee doesn’t already have one. The email never includes workspace content, policy data, or CUI.
Accepting an Invitation
| Invitee’s Situation | What Happens |
|---|---|
| Already has an Exostar account with PolicyPro™ access | Signs in to Exostar; PolicyPro™ activates their workspace membership and takes them directly to that workspace. |
| Has an Exostar account, but no prior PolicyPro™ access | Signs in to Exostar; PolicyPro™ creates their user record and activates workspace membership at that point. |
| Has no Exostar account | Completes Exostar self-registration; once the account is approved, PolicyPro™ creates their user record, activates workspace membership, and sends a confirmation email. |
An expired invitation link or one that was already used shows a clear error message directing the invitee to contact the inviting organization. Invitation links expire after 7 days by default.
Pending Users and Resending an Invitation
An invited user with no Exostar account yet displays in Manage Users with a Pending status immediately after the invitation is sent. PolicyPro™ periodically checks for account activation in the background — no manual follow-up is required. If the invitation expires before the account is created, the row shows an Expired status.
To send a fresh invitation, use Resend Invitation on a Pending row in Manage Users.
Every invitation event is logged
Invitations sent, accepted, cancelled, and expired are all recorded in the audit log. Please see the Audit Log article for more information.
Roles and Permissions
Every workspace member has one role: Admin, Editor, or Viewer. Your role determines which actions and navigation items you see.
| Role | Responsibilities |
|---|---|
| Admin | Full access: answer questionnaires, generate policies, manage users and roles, view the audit log. |
| Editor | Answer questionnaires, generate policies, use Export and Import. Cannot access Manage Users. |
| Viewer | Read-only access to all domain cards and policy content. Can use Export, but not Import. |
How Your Role Changes What You See
On My Policies:
- The Users tab is visible only to Admins.
- The Import Questionnaire button is hidden for Viewers.
- The Export Questionnaire button remains visible to every role, including Viewer.
- A read-only notice appears beneath the context strip for Viewer-role users.
- A context strip beneath the My Policies header always shows the workspace name, the total number of users in the workspace, and your current role as a coloured pill, so you always know your permissions without navigating elsewhere.
Change User’s Role
Admins change a role from the inline dropdown in the Actions column of Manage Users. To change a user’s role:
1. Open Manage Users and locate the user’s row.
2. Select a new role (Admin, Editor, or Viewer) from the dropdown.
NOTE: A confirmation dialog opens showing the user’s name and email, and the change from their old role to the new role.
3. Confirm to apply the change, or cancel to reset the dropdown — no change is made.
Changing your own role
If you change your own role away from Admin, the dialog title reads “Remove your Admin role” and the confirm button reads “Remove My Admin Role,” with an additional warning that you will lose Admin access immediately. If you are the only Admin in the workspace, your own role dropdown is disabled, with a tooltip explaining that you must assign Admin to another user first.
Remove User or Cancel Invitation
Destructive actions always require confirmation so access is never changed by accident.
| Action | Confirmation Dialog Shows | Confirm Button |
|---|---|---|
| Remove an active user | User name, email, and a warning that access is revoked immediately and re-invitation is required to restore it. | Remove User |
| Cancel a pending invitation | Invitee email, invite date, and a warning that the invitation link stops working immediately and the invitee is not notified. | Cancel Invitation |
Confirming either action takes effect immediately and removes the row from the Manage Users table. Both actions are recorded in the audit log. Please see the Audit Log article for more information.