User management
This page covers the role-based access control (RBAC) framework and the user-lifecycle controls (active, deactivated, invited, reinvite) on SimplAI.
Roles overview
SimplAI uses five account-level roles. All roles are account-wide — there is no per-project role differentiation today.
The first two (Owner and Account Admin) have unrestricted access across the account. The last three are scoped to projects the user has been granted access to.
Legacy users with roles outside this set are automatically backfilled to one of the five based on their historical permissions.
Roles & permissions
1. Owner
- Definition — the user who first creates the account.
- Permissions — unrestricted access to all account settings, screens, and projects.
- Key constraint — the role is automatically assigned at account creation and cannot be changed. It cannot be manually assigned to any other new or existing user.
2. Account Admin
- Definition — a user granted full administrative control across the account.
- Permissions — complete access to all settings, screens, and all projects.
- UI behavior — the project selector is disabled with the message "Account admins can access all projects."
3. Project Admin
- Definition — a user responsible for managing project-specific settings and configurations.
- Permissions — access to all settings and administration screens for the projects they're assigned to.
- Scope — applies uniformly across every project the user has access to. (Per-project granularity may return in the future, but is not in scope today.)
- UI behavior — sees only their assigned projects in the project selector and Manage Projects screen.
4. Project Editor
- Definition — a user with editing capabilities within projects.
- Permissions — same as Project Admin, with these exceptions:
- Cannot access the Models screen.
- Cannot access the Workspace screen.
- Scope — applies to all projects the user is associated with.
5. Project Viewer
- Definition — view-only privileges.
- Permissions — can access only the Home and Interact screens on the dashboard.
- Scope — visibility across granted projects, no modify permissions anywhere.
User states and the Manage Users screen
Users on SimplAI exist in one of three states. The Manage Users screen has a tab for each.
Active
The default state — users who are members of the account and can sign in and use the platform.
Deactivated
A user can be deactivated instead of deleted. Deactivation:
- Prevents the user from signing in.
- Does not count against your plan's user limit.
- Preserves the user's history (audit log entries, application authorship, etc.) so the account stays consistent.
- Is reversible — an admin can reactivate a deactivated user at any time.
Deactivation replaces the old "delete user" path. Use it when an employee leaves or when a user no longer needs platform access.
Invited
A user who has been sent an invitation but hasn't accepted yet. They show up on the Invited tab of the Manage Users screen.
Reinvite
Invitation links expire. If an Invited user hasn't accepted their invitation before the link expires, an admin can Reinvite them from the Invited tab. This:
- Sends a fresh invitation email.
- Reissues a new invitation link (the old one stops working).
- Does not count as a new user against your plan limit — the original invitation already does.
Project selector behavior summary
| Role | Project selector |
|---|---|
| Owner | Disabled — implicit access to all projects |
| Account Admin | Disabled — implicit access to all projects |
| Project Admin | Active — shows only assigned projects |
| Project Editor | Active — shows only assigned projects |
| Project Viewer | Active — shows only granted projects |
Backfill process
Users previously assigned legacy roles ("Project User" or any role outside the five above) are automatically backfilled:
- Users with full account access → Account Admin.
- Users with project-specific actions → Project Admin, Project Editor, or Project Viewer based on their historical permissions.
Implementation notes
- The roles are effective immediately on rollout.
- No per-project role differentiation today — all roles are applied account-wide.
- The architecture is designed to scale; future enhancements may reintroduce project-specific roles if needed.
For questions about role management or migration, contact [email protected].