User Management

Audience: Admin
Page Type: How-To Guide
Duration: 15 minutes

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Overview

User Management lets Admins invite team members, assign roles, manage organizational unit memberships, and deactivate access. All user management is done from Admin → Users.

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Viewing the User List

1. Go to Admin → Users from the left menu
2. All users in your tenant are listed with:
   • Name and email address
   • Assigned role
   • Organizational unit
   • Account status (Active / Invited / Deactivated)

Filtering

Filter	Description
Name / Email	Search by partial name or email
Role	Filter by role (Admin, CEO, Strategy Manager, etc.)
Status	Active / Invited / Deactivated
Unit	Filter by organizational unit

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Inviting a New User

1. Click + Add User
2. Fill in:

Field	Required	Notes
Email	Yes	Must be a valid email address
First Name	Yes
Last Name	Yes
Role	Yes	See Roles & Permissions for full role list
Organizational Unit	Yes	Which unit this user belongs to

3. Click Send Invite

The user receives an invitation email with a one-time link to set their password. Until they accept, their status shows as Invited.

Re-sending an invitation

If a user hasn't received or has lost the invitation email, open their profile and click Resend Invite.

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Changing a User's Role

A user's role determines what they can see and do in COS. To change a role:

1. Find the user in the list
2. Click their name to open their profile
3. Click Edit
4. Open the Role dropdown and select the new role
5. Click Save

The change takes effect on the user's next page load or login.

Role change implications

Changing a role from a higher-permission role (e.g., CEO) to a lower-permission role (e.g., Member) will immediately restrict access. The user will lose access to approval queues, admin panels, and other elevated features.

Role reference

Role	Description
ADMIN	Full system access — manage users, configure settings
CEO / COMPANY_LEADER	Full strategic view, final approvals on OKRs and resources
STRATEGY_MANAGER	Manage analyses, OKR cycles, strategic themes, BSC
DEPARTMENT_MANAGER	Manage their unit's OKRs and team members
TEAM_LEAD	Manage their team's OKRs and check-ins
MEMBER	View and check-in on assigned OKRs

For a full breakdown of what each role can do, see Roles & Permissions.

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Changing a User's Organizational Unit

If a user moves to a different department or team:

1. Open the user's profile
2. Click Edit
3. Change the Organizational Unit field
4. Click Save

This reassigns all future analytics and OKR visibility to the new unit. Historical data from the previous unit is preserved.

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Deactivating a User

When a user leaves the organization or should no longer have access:

1. Find the user in the list
2. Click their name to open their profile
3. Click Deactivate
4. Click Confirm in the confirmation dialog

What happens after deactivation:

• The user cannot log in
• Active sessions are terminated
• Their data (OKRs, check-ins, analyses) is preserved and visible to Admins
• They are no longer counted in your active user quota
• The account can be reactivated later if needed

Do not delete users

COS does not support user deletion — deactivation is the correct action. Deleting a user would break historical OKR data, approval chains, and audit trails.

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Reactivating a User

To restore access for a previously deactivated user:

1. Filter the user list by Status: Deactivated
2. Find and open the user's profile
3. Click Activate
4. Confirm

The user needs to reset their password before logging in again.

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Bulk User Import

For large teams, you can import multiple users at once via CSV:

1. Click Import Users (top right)
2. Download the CSV template
3. Fill in user details (email, name, role, unit)
4. Upload the completed CSV
5. Review the preview — any validation errors are flagged
6. Click Confirm Import

Each imported user receives an invitation email automatically.

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See also

• Roles & Permissions
• Organization Structure
• Approval Workflows