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Access Control

Manage user access, roles, and permissions for your AI SmartTalk chatbot. Access Control lets you invite team members, create custom roles, and define granular permissions.

Overview​

Access Control is a key part of the Unified Dashboard — allowing you to control who can see and do what across all channels, knowledge bases, and automations.

Access Control is divided into two main sections:

SectionPurpose
Roles ManagementCreate and configure roles with specific permissions
Users ManagementInvite users and assign roles

Navigate to: Administration → My Assistants → [Your Assistant] → Access Control

Roles Management​

Dashboard Metrics​

MetricDescription
Total RolesNumber of roles in your system
System RolesBuilt-in roles (e.g., Admin)
Custom RolesRoles you've created
UsersTotal users across all roles

System Roles​

AI SmartTalk includes pre-configured system roles:

RolePermissionsDescription
Admin32 (FULL)Complete access to all features

System roles cannot be deleted but can be used as templates for custom roles.

Creating Custom Roles​

  1. Click + Create Role
  2. Enter role details:
    • Role Name: Descriptive name (e.g., "Support Agent", "Content Manager")
    • Description: What this role is for
  3. Configure Permissions: Select which features this role can access
  4. Click Save

Permission Categories​

Permissions are organized by feature area:

CategoryExample Permissions
ChatView conversations, Reply to messages, Delete chats
KnowledgeView documents, Add documents, Delete documents
SmartFlowView flows, Edit flows, Deploy flows
SmartFormView forms, Create forms, View submissions
SettingsView settings, Edit configuration, Manage integrations
Access ControlView users, Invite users, Manage roles
AnalyticsView dashboard, Export reports

Editing Roles​

  1. Find the role in the list
  2. Click the ⚙️ Settings icon
  3. Modify permissions as needed
  4. Click Save

Deleting Custom Roles​

  1. Find the role in the list
  2. Click the Delete option
  3. Confirm deletion

Warning: Deleting a role will remove it from all assigned users. Reassign users before deleting.

Users Management​

Dashboard Metrics​

MetricDescription
Total UsersNumber of users with access
Available RolesRoles that can be assigned

User List​

Each user entry shows:

  • Avatar: User profile picture
  • Name: Full name
  • Username: @handle
  • Role: Current assigned role (dropdown to change)
  • Actions: Edit profile, View permissions

Inviting New Users​

  1. Click + Invite User
  2. Fill in user details:
    • Name: User's full name
    • Email: Invitation will be sent here
    • Role: Select from available roles
    • Language: Preferred interface language (optional)
  3. Click Send Invitation

Invitation Process​

When you invite a user:

  1. They receive an email invitation
  2. Email contains a setup account link
  3. User creates their password
  4. User gains access with assigned role

Changing User Roles​

  1. Find the user in the list
  2. Click the Role dropdown next to their name
  3. Select the new role
  4. Changes apply immediately

Editing User Information​

  1. Click the ✏️ Edit icon next to the user
  2. Update name, email, or other details
  3. Click Save

Removing Users​

  1. Click the 🗑️ Delete icon next to the user
  2. Confirm removal

Note: Removing a user revokes their access immediately.

Common Role Configurations​

Support Agent Role​

For team members handling customer conversations:

PermissionEnabled
View conversations✅
Reply to messages✅
View knowledge base✅
Edit knowledge base❌
Access settings❌
Manage users❌

Content Manager Role​

For team members managing AI knowledge:

PermissionEnabled
View conversations✅
Reply to messages❌
View knowledge base✅
Edit knowledge base✅
Manage documents✅
Access settings❌

Analyst Role​

For team members viewing reports:

PermissionEnabled
View conversations✅ (read-only)
View analytics✅
Export reports✅
Edit anything❌

Best Practices​

Security​

  • Principle of least privilege: Give users only the permissions they need
  • Regular audits: Review user access periodically
  • Remove inactive users: Revoke access when team members leave

Organization​

  • Descriptive role names: Make it clear what each role does
  • Document permissions: Keep a record of what each role can access
  • Use custom roles: Don't give everyone Admin access

Onboarding​

  • Prepare roles first: Create appropriate roles before inviting users
  • Clear instructions: Let new users know what they can access
  • Training: Ensure users understand their permissions

Troubleshooting​

User Can't Access Feature​

IssueSolution
Feature grayed outUser's role doesn't have permission
"Access denied" errorCheck role permissions for that feature
Can view but not editRole has read-only access

Resolution: Edit the user's role or assign a different role with appropriate permissions.

Invitation Not Received​

IssueSolution
Email not in inboxCheck spam/junk folder
Wrong email addressResend to correct address
Link expiredSend new invitation

Can't Delete Role​

IssueSolution
Role has usersReassign users to different role first
System roleSystem roles cannot be deleted

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