User & Group Management

PRISM's Settings module gives workspace administrators full control over who can access the platform and how users are organized. The Workspace section includes three key areas:

Note: Only users with the Admin role can see and manage the Workspace section.

Accessing Settings

1. Click the ⚙ Settings icon in the left sidebar of PRISM.
2. The Settings page displays a left-hand navigation panel with two categories:
   • General — Preferences, Notifications, My Lenses
   • Workspace (Admin only) — Groups, Users, Access

Select Groups, Users, or Access from the Workspace section to begin managing users and teams.

Group Management

Groups let you organize users into logical teams such as brand teams, regional units, or functional groups.

Viewing Groups

Navigate to Settings → Groups. You will see:

• A search bar to filter groups by name
• A count of total groups
• A list of group cards showing:
  • Group name and description
  • Member count badge
  • Created date
  • Expand/collapse arrow to view members
  • Delete (trash icon) button

Creating a Group

1. Click the + Add Group button in the top-right corner.
2. In the dialog that appears, fill in:
   • Group Name — e.g., "Dove Team"
   • Description — A brief summary of the group's purpose
3. Click Create Group.

The new group appears in the list with 0 members. You can now add members to it.

Managing Group Members

Viewing Members

Click on any group card to expand it and reveal the members list. Each member entry shows:

• Avatar with initials
• Full name and email
• Role badge (Admin or Brand)
• Remove button (✕)

Adding a Member

1. Expand the target group by clicking on it.
2. Click + Add Member.
3. Enter the user's email address in the dialog.
4. Click Add Member.

The user is added to the group and the member count updates automatically.

Removing a Member

Click the ✕ button next to the member you wish to remove. The member is immediately removed from the group.

Deleting a Group

1. Click the ? trash icon on the group card.
2. A confirmation dialog appears:

   "This will permanently remove the group and disassociate all members. This action cannot be undone."

3. Click Delete to confirm, or Cancel to go back.

User Management

The Users tab provides a centralized view of all platform users with search, filtering, and management capabilities.

Viewing Users

Navigate to Settings → Users. The users table displays:

Use the search bar at the top to filter users by name or email.

Adding a User

1. Click the + Add User button.
2. Complete the form:
   • Full Name — The user's display name
   • Email Address — Their login email
   • Role — Select Admin or Brand from the dropdown
3. Click Add User.

The new user appears in the table with "Active" status and "Never" as their last login.

User Roles

PRISM supports two user roles:

Removing a User

1. Click the ? trash icon in the user's row.
2. A confirmation dialog appears:

   "This will revoke the user's access to the platform. They can request access again later."

3. Click Remove to confirm.

Access Request Approval

When new users request access to PRISM, their requests appear in the Access section for admin review.

Reviewing Pending Requests

Navigate to Settings → Access. Each pending request shows:

• User avatar (initials) with a warning-colored background
• Name and email address
• Requested role badge (Admin or Brand)
• Request date
• Approve and Reject action buttons

If there are no pending requests, a placeholder message is displayed:

"No pending requests"

Approving a Request

1. Locate the request in the pending list.
2. Click the ✓ Approve button (green outline).
3. A success notification confirms:

   "[User Name] has been granted access."

The request is removed from the pending list and the user gains access to PRISM.

Rejecting a Request

1. Locate the request in the pending list.
2. Click the ✕ Reject button (red outline).
3. A notification confirms:

   "[User Name]'s access request has been declined."

The request is removed from the pending list. The user may submit a new request in the future.

FAQ

Q: Can a user belong to multiple groups?
A: Yes. Users can be members of any number of groups simultaneously. Their group memberships are shown as badges in the Users table.

Q: What happens when I delete a group?
A: The group is permanently removed and all member associations are cleared. The users themselves are not deleted — they remain on the platform.

Q: Can a rejected user request access again?
A: Yes. Rejecting a request does not block the user permanently. They can submit a new access request at any time.

Q: How do I change a user's role after they've been added?
A: Currently, the role is set when the user is added. Contact your system administrator to modify an existing user's role.

Q: Who can see the Workspace settings (Groups, Users, Access)?
A: Only users with the Admin role can access Workspace settings. Brand users will not see this section in the navigation.