--- title: Managing Users description: Learn how to add users to your On3 workspace, understand who can add users, how the search and filtering options work, and the available user roles. --- [Skip to content](https://kb.on3.ai/managing-users#main-content) English Show submenu for translations [![On3-Logo-Stacked-dark-CMYK-2](https://kb.on3.ai/hs-fs/hubfs/On3-Logo-Stacked-dark-CMYK-2.png?width=200&height=76&name=On3-Logo-Stacked-dark-CMYK-2.png)](https://on3.ai/) Open main navigation Close main navigation - English Show submenu for translations - [Contact us](mailto:support@on3.ai) [Contact us](mailto:support@on3.ai) How can we help you? - There are no suggestions because the search field is empty. 1. [On3 Support Center](https://kb.on3.ai/?hsLang=en) 2. [On3 AI](https://kb.on3.ai/on3-ai?hsLang=en) # Managing Users ## Learn who has permission to add or manage users Understand search and filter tools for finding users. Follow step-by-step instructions to add a new user. Review detailed explanations of all available user roles. ### **Managing Users** The **Users** section in Workspace Admin gives authorized administrators the ability to view, add, filter, update, and bulk-manage user accounts. This article explains each user role and how to manage users effectively. --- ### **1. User Roles Explained** Understanding roles is important before adding or managing users. Roles determine what a user can see and do inside On3. | **Permission / Action** | **Basic User** | **Basic Editor** | **Editor** | **Workspace Admin** | **Business Unit Admin** | | --- | --- | --- | --- | --- | --- | | Use AskOn3 (Mobile & Web) | Yes | Yes | Yes | Yes | Yes | | Receive content alerts | Yes | Yes | Yes | Yes | Yes | | Record and submit field videos | No | Yes | Yes | Yes | Yes | | View training modules and documents\* | No | Yes\* | Yes | Yes | Yes | | Create Modules | No | Yes | Yes | Yes | Yes | | Upload to Library | No | Yes | Yes | Yes | Yes | | Delete from the Library | No | Yes\*\* | Yes | Yes | Yes | | Approve and publish content | No | No | Yes | Yes | Yes | | Edit content created by others | No | No | Yes | Yes | Yes | | Add to AskOn3 Library | No | No | Yes | Yes | Yes | | Remove from AskOn3 Library | No | No | Yes | Yes | Yes | | Add and manage users | No | No | No | Yes | Yes | | Change user roles | No | No | No | Yes | Yes | | Deactivate or reactivate users | No | No | No | Yes | Yes | | Manage multiple workspaces simultaneously | No | No | No | No | Yes | ###### \* can see, delete their own content \*\* can delete their own from the Library unless content is already in indexed. In this case operation must be completed by a user with Editor role or above. --- ### Role Summary | Role | Primary Purpose | | --- | --- | | Basic User | Consume training, complete assignments, use AskOn3. | | Basic Editor | Create draft videos for review. | | Editor | Approve, publish, and maintain content, including AskOn3 indexing. | | Workspace Admin | Manage users, roles, and all content within a single workspace. | | Business Unit Admin | Perform all Workspace Admin functions across multiple workspaces assigned to the business unit. | --- ### **2. Who Can Manage Users** Only the following roles have permissions to manage or add users: - **Workspace Admin** - **Business Unit Admin** *(if enabled)* Other roles have restricted or no access to this section. --- ### **3. Adding a User** ![Screenshot 2026-11-11 at 10.39.20 AM](https://kb.on3.ai/hs-fs/hubfs/Screenshot%202026-11-11%20at%2010.39.20%20AM.png?width=567&height=1005&name=Screenshot%202026-11-11%20at%2010.39.20%20AM.png) *Add User: complete the user details and turn on Enable On3 Learn when a license is required.* After understanding roles, you can manually add users as needed. ### **Steps to Add a User** 1. Navigate to **Workspace Admin → Users**. 2. Click **Add User**. 3. Enter the user's **First Name**, **Last Name**, and contact details in the **Email** and/or **Phone number** fields. Provide at least one of email or phone. 4. Review the **Temporary Password**, which is required when an email is provided. Use **Generate New** if needed. 5. Select the correct **Workspace** and appropriate **Role**. 6. Choose whether to send a **welcome email**, a **welcome SMS**, or both using the corresponding switches. Check that the user has the matching email address or phone number. 7. If the new user also requires an **On3 Learn license**, turn on **Enable On3 Learn** before adding the user and complete the additional **Department**, **Manager**, and **Title** fields that appear. 8. Review the details and click **Add User**. ### **On3 Learn License Requests** When a new user is added with **Enable On3 Learn** turned on, an automated license-assignment request is sent to **On3 Support** if support notifications are enabled for your business unit. On3 Support then completes the required On3 Learn onboarding. Support notifications are enabled by default. If your organization has turned them off, confirm its On3 Learn provisioning process with your administrator. Leave **Enable On3 Learn** off when the user does not need an On3 Learn license. ### **What Happens Next** - If **Send welcome email** is enabled, the user receives a welcome email with login instructions and their initial login credentials. - Use **Send welcome SMS** when a welcome notification should also be sent to the user's phone. - If the user needs to change their password, they can use **Forgot Password** on the login screen. ### **Adding Multiple Users with Bulk User Upload** Use **Add Users** on the Users page to create multiple users from an Excel workbook. Bulk User Upload accepts **Excel (.xlsx)** files only, and up to **3 jobs** can run concurrently. 1. Navigate to **Workspace Admin → Users** and click **Add Users** to open **Bulk User Upload**. 2. On the **Upload** tab, click **Download Template**. Use the template downloaded from your own account so the available workspace and user-group options match your organization. ![Bulk User Upload dialog with Upload tab, Download Template, and Click to select file](https://kb.on3.ai/hs-fs/hubfs/Screenshot%202026-11-10%20at%208.24.44%20PM.png?width=556&name=Screenshot%202026-11-10%20at%208.24.44%20PM.png) *Upload tab: download the template, then select your completed Excel file.* 3. Read the **Instructions** sheet, then enter one user per row in the **New Users** sheet. Do not change worksheet names or column names. Use the available dropdowns and refer to the **Options** sheet when completing the workbook. 4. Complete the required fields and any applicable On3 Learn fields listed below, then save the completed workbook as **.xlsx**. 5. Return to the **Upload** tab, click **Click to select file**, and select your completed workbook. Confirm that its filename appears in the upload area. ![Bulk User Upload dialog showing bulk-user-upload-template.xlsx selected above Upload & Process](https://kb.on3.ai/hs-fs/hubfs/Screenshot%202026-11-10%20at%208.25.13%20PM.png?width=524&name=Screenshot%202026-11-10%20at%208.25.13%20PM.png) *The selected workbook filename appears above Upload & Process.* 6. Click **Upload & Process** to submit the workbook for user creation. The dialog also includes a **History** tab for upload history. For bulk uploads, On3 Support receives the upload summary when support notifications are enabled for your business unit. ### **Bulk Upload Fields** **Required for every user:** WorkspaceId, First Name, Last Name, Role, and at least one of Email or Phone. | Template column | Requirement and how to complete it | | --- | --- | | WorkspaceId | Required. Choose the workspace from the dropdown, or enter its workspace ID enclosed in parentheses. | | First Name | Required. Enter the user's first name. | | Last Name | Required. Enter the user's last name. | | Role | Required. Choose the role from the dropdown or enter a supported role value manually. Supported values: BUSINESS\_UNIT\_ADMIN, WORKSPACE\_ADMIN, EDITOR, BASIC\_EDITOR, BASIC\_USER. | | Email | At least one of Email or Phone is required. Enter the user's email address. | | Phone | At least one of Email or Phone is required. Use E.164 format, including the country code, for example +15551234567. | | User Group (Optional) | Optional. Choose a group from the dropdown, or enter its group ID enclosed in parentheses. If blank, the user is added to the default group according to workspace rules. | | Send Welcome Email | Choose Yes or No. Blank defaults to No. Check that Email is populated when requesting an email notification. | | Send Welcome SMS | Choose Yes or No. Blank defaults to No. Check that Phone is populated when requesting an SMS notification. | | On3 Learn Enabled | Choose Yes for a user who requires an On3 Learn license, or No if not required. Blank defaults to No. | | Department | Required when On3 Learn Enabled is Yes and Content Create is enabled for the workspace's business unit. Otherwise optional. | | Manager Email | Required when On3 Learn Enabled is Yes and Content Create is enabled for the workspace's business unit. Otherwise optional. | | Title | Required when On3 Learn Enabled is Yes and Content Create is enabled for the workspace's business unit. Otherwise optional. | **Before uploading:** confirm the workspace, role, contact details, notification choices, and On3 Learn setting for every row. Do not leave Department, Manager Email, or Title blank when the conditional requirement above applies. --- ### **4. Password Setup & Reset** ### **User-Initiated Password Reset** Users can reset their password at any time: 1. Open the login screen 2. Tap **Forgot Password** 3. Enter their email 4. Follow the link in the email to set a new password ### **Admin-Initiated Reset (Bulk)** - Select one or more users - Choose **Actions → Reset Password** - Users receive password reset emails automatically --- ### **5. Bulk User Actions** You can perform actions for multiple users at once. ### **Available Bulk Actions** - **Resend Welcome Email** - Useful for users who never activated their accounts - **Reset Password** - Sends a password-reset link to selected users ### **How to Use Bulk Actions** 1. Navigate to **Workspace Admin → Users** 2. Select multiple users using checkboxes 3. Open the **Actions** menu 4. Choose the desired bulk action 5. Confirm --- ### **6. Searching for Users** Use the search bar to quickly find users. ### **Search Options** - First name - Last name - Partial name - Email address Search updates results instantly. --- ### **7. Filtering Users** Filters help narrow down large user lists. ### **Status Filter** - Active - Suspended ### **Role Filter** - Basic User - Basic Editor - Editor - Workspace Admin - Business Unit Admin You can combine filters (e.g., "Active" + "Editor"). --- ### **8. Automatic User Sync** User accounts sync automatically from the On3 Learn system. - Sync runs every **24 hours** - New Learn users appear after the next sync - Status changes sync automatically - Helps maintain consistent user data across systems --- ### **9. Best Practices** - Assign the **smallest necessary role** to maintain platform security - Use bulk actions to support large groups quickly - Regularly review suspended/inactive users - Keep Business Unit assignments clean and accurate - Use filters for managing large teams efficiently - [On3 AI](https://kb.on3.ai/on3-ai?hsLang=en) - [AskOn3](https://kb.on3.ai/askon3?hsLang=en#main-content) - [Content Alerts](https://kb.on3.ai/askon3?hsLang=en#content-alerts) - [Releases.News.Features.](https://kb.on3.ai/releases-news-features?hsLang=en) - [Capturing Content In the Field](https://kb.on3.ai/capturing-content-in-the-field?hsLang=en) - [ContentConnect](https://kb.on3.ai/contentconnect?hsLang=en#main-content) - [Content Editing](https://kb.on3.ai/contentconnect?hsLang=en#content-editing) - [Sharepoint](https://kb.on3.ai/contentconnect?hsLang=en#sharepoint) - [Library Management](https://kb.on3.ai/contentconnect?hsLang=en#library-management) - [On3 Learn](https://kb.on3.ai/on3-learn?hsLang=en) - [Admin Guide](https://kb.on3.ai/admin-guide?hsLang=en) Copyright © 2025, On3, Inc.