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Users are the individuals who have access to the VIVI platform. Each user is assigned a role that determines what they can view and manage inside the platform. Proper user management ensures that you have control and accountability.

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Managing Users

1

Invite a User

Send an invitation to their email address. You can either invite users to be an Account Admin using the Manage Account page, or invite users with workspace level permissions by going to the Users tab.
2

Assign a Role

Define what each user can do by assigning them one of the available roles. See the table below for an in-depth breakdown.
3

Manage Seats

Workspaces have a limited number of seats. You can track usage at the top of the Users page or from the Users widget on the Home page.
4

Monitor Activity

Check the Last Sign In column to see when each user last accessed the workspace.

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Roles and Permissions

Each role controls access to a specific set of platform features. Roles are scoped either to the entire account or to an individual workspace.
Full control over the entire account and all workspaces under it. Reserved for owners and senior administrators.
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Account
Full Access
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Workspaces
Full Access
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Knowledge Bases & Data
Full Access
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Agents
Full Access
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Billing
Full Access
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Chats
Full Access
Full control over a specific workspace. Cannot access account-level settings or other workspaces.
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Account
No Access
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Workspaces
Full Access
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Knowledge Bases & Data
Full Access
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Agents
Full Access
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Billing
Full Access
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Chats
Full Access
Designed for users who build and maintain AI agents. Can read data sources but cannot modify them.
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Account
No Access
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Workspaces
Read Only
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Knowledge Bases & Data
Read Only
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Agents
Full Access
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Billing
No Access
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Chats
Full Access
Designed for users who manage knowledge bases and data. Can view agents but cannot modify them.
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Account
No Access
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Workspaces
Read Only
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Knowledge Bases & Data
Full Access
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Agents
Read Only
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Billing
No Access
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Chats
Full Access
Finance-only role. Can only access billing and basic workspace information. Has no access to agents, data, or chats.
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Account
No Access
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Workspaces
Read Only
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Knowledge Bases & Data
No Access
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Agents
No Access
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Billing
Full Access
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Chats
No Access
Basic end-user role for interacting with agents. Cannot modify any workspace settings, data, or agents.
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Account
No Access
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Workspaces
Read Only
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Knowledge Bases & Data
No Access
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Agents
Read Only
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Billing
No Access
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Chats
Full Access

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Best Practices

Least Privilege

Only assign the access needed for a user’s role. Avoid over-provisioning permissions.

Review Regularly

Periodically review assigned roles to ensure responsibilities still align with permissions.

Remove Inactive Users

Free up seats and reduce security exposure by removing users who are no longer active.

Keep Two Account Admins

Always maintain at least two Account Admins to avoid losing administrative access.