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Users and roles

Govern › Users lists everyone who can sign in to the tenant and the role each one holds. A tenant admin invites people, changes their roles and stops their access here. Olympusx AI keeps no user list of its own: the page reads and writes your identity provider directly, so what you see is what the sign-in token carries.

Who can open it

Section titled “Who can open it”
Role What they can do
Admin Everything on this page, for their own tenant.
Auditor Read the list: who holds which role, and their status. No actions.
Builder, End user, Reviewer Cannot open the page.
Platform admin Everything, for any tenant, chosen with the tenant picker.

One account, one tenant

Section titled “One account, one tenant”
  • The username is the email address. An invitation creates an account whose username and email are the address you type, in lower case.
  • An account belongs to exactly one tenant. The tenant is recorded on the account, and every request is checked against it. To give one person access to two tenants, they need two accounts with two email addresses. Inviting an address that already has an account, in any tenant, is refused by the identity provider.
  • A person holds one role in their tenant. Changing a role replaces the old one.
  • Platform admin is not a tenant role. It reaches every tenant and cannot be granted, changed or removed from this page. Rows for platform administrators show a Platform admin tag, and their role actions are disabled.

The five tenant roles

Section titled “The five tenant roles”
Role In one line
Admin Runs the tenant: people and roles, API keys, budgets and deployments, and everything a Builder and a Reviewer do.
Builder Builds, tries and publishes agents, tools, knowledge and assistants. Reads usage, runs and traces.
End user Chats with the assistants the tenant published, and reopens their own conversations.
Reviewer Answers tool calls held for approval, reads conversations and records review judgments.
Auditor Reads everything, including the audit trail, and changes nothing.

A tenant can have several admins. For every view and action by role, see the roles matrix and Roles and permissions.

A role change takes effect when the person’s session refreshes. The session they already have keeps its old role until then.

A person signed in with no tenant role sees one screen that says so, and nothing else.

What you see

Section titled “What you see”
  1. The header: Users, with the line “Who can sign in to this tenant, and what they may do.”
  2. For a platform administrator, the tenant picker.
  3. Notices from the last action, when there are any.
  4. The Users table, with a toolbar holding Search people (by name, email or role), the Role filter and the Invite button.
Column What it shows
Person The full name, with the email under it; the email alone when no name was given.
Role One tag per role. No role when the account holds none.
Status Active (has confirmed their email address through the invitation link), Invited (has not confirmed it yet) or Disabled.
Actions The row menu, for admins.

An empty tenant shows Nobody here yet with an Invite button.

When the page cannot manage people

Section titled “When the page cannot manage people”

Olympusx AI manages people only when it has an administrative connection to the identity provider. Without one, the page shows a notice instead of the table:

  • Users are managed in your identity provider — your organization signs people in with its own provider and has not given Olympusx AI an administrative connection to it. Add people, give them roles and remove them in that provider. Signing in is unaffected.
  • User management is switched off — the platform runs its built-in identity service but its administrative connection is turned off. A platform administrator turns it on. See Identity and sign-in.

What you can do

Section titled “What you can do”

Invite someone

Section titled “Invite someone”
  1. Open Govern › Users and select Invite.
  2. Person: enter the Email and, if you want, the Full name (optional). Select Next. An address that is not of the form name@example.com is refused with “Enter an email address, such as name@example.com.”
  3. Role: choose one of the five roles. Each option shows what the role may do. The default is End user. Select Next.
  4. Review: check the Email, Full name and Role, then select Send invitation.
  5. Result shows what happened:
    • Invitation sent — the person has an email with a link to set their own password. Olympusx AI never sees the password. The link expires after twelve hours unless your identity provider is set otherwise.
    • Added, but the email was not sent — the account exists with its role, but the identity provider did not send the email, usually because it has no mail server. The reason appears under The email was not sent. Select Set a temporary password to give them a way in now, or configure mail and resend the invitation from their row.
  6. Select Invite someone else to start again, or Done.

Every invitation is recorded on the audit trail.

Resend an invitation

Section titled “Resend an invitation”

Resend invitation appears in the row menu of a person whose status is Invited.

  1. Open the row’s Actions menu.
  2. Select Resend invitation.

Invitation sent again confirms that the person has a new link. A disabled person cannot be invited again until their access is restored.

Set a temporary password

Section titled “Set a temporary password”

For a person who cannot receive the invitation email.

  1. Open the row’s Actions menu and select Set temporary password.
  2. Read the confirmation and select Set the password.
  3. Copy the password from Temporary password set and give it to the person yourself, by a channel you trust.

The password is shown once and is not stored by Olympusx AI. Any password the person had stops working, and they must choose their own the first time they sign in. The audit trail records that a temporary password was set, by whom and for whom, never its value. You cannot set one for yourself or for a platform administrator.

Change a role

Section titled “Change a role”
  1. Open the row’s Actions menu.
  2. Select Make followed by the role, for example Make Builder. The menu offers each role the person does not hold.
  3. Read what the role will be able to do, and select Change role.

Disable access

Section titled “Disable access”

Disabling stops a person signing in while keeping their account, so the audit trail still names them.

  1. Open the row’s Actions menu and select Disable access.
  2. Confirm with Disable access.

The person can no longer sign in, here or anywhere else your identity provider serves. Their status becomes Disabled. To undo it, select Restore access from the same menu. You cannot disable yourself.

Remove someone from the tenant

Section titled “Remove someone from the tenant”

Removing deletes the account from your identity provider.

  1. Open the row’s Actions menu and select Remove from tenant.
  2. Confirm with Remove from tenant.

The person can no longer sign in anywhere your identity provider serves. Their past entries stay on the audit trail. You cannot remove yourself. To stop someone’s access while keeping the record, disable them instead.

Limits

Section titled “Limits”
Limit Value
Tenants per account 1
Roles per person in a tenant 1
Invitation link lifetime 12 hours, unless your identity provider sets another
Temporary password Shown once; replaced at first sign-in
Section titled “Related”