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 divided into two main sections:
| Section | Purpose |
|---|---|
| Roles Management | Create and configure roles with specific permissions |
| Users Management | Invite users and assign roles |
Navigate to: Administration → My Assistants → [Your Assistant] → Access Control
Roles Management
Dashboard Metrics
| Metric | Description |
|---|---|
| Total Roles | Number of roles in your system |
| System Roles | Built-in roles (e.g., Admin) |
| Custom Roles | Roles you've created |
| Users | Total users across all roles |
System Roles
AI SmartTalk includes pre-configured system roles:
| Role | Permissions | Description |
|---|---|---|
| Admin | 32 (FULL) | Complete access to all features |
System roles cannot be deleted but can be used as templates for custom roles.
Creating Custom Roles
- Click + Create Role
- Enter role details:
- Role Name: Descriptive name (e.g., "Support Agent", "Content Manager")
- Description: What this role is for
- Configure Permissions: Select which features this role can access
- Click Save
Permission Categories
Permissions are organized by feature area:
| Category | Example Permissions |
|---|---|
| Chat | View conversations, Reply to messages, Delete chats |
| Knowledge | View documents, Add documents, Delete documents |
| SmartFlow | View flows, Edit flows, Deploy flows |
| SmartForm | View forms, Create forms, View submissions |
| Settings | View settings, Edit configuration, Manage integrations |
| Access Control | View users, Invite users, Manage roles |
| Analytics | View dashboard, Export reports |
Editing Roles
- Find the role in the list
- Click the ⚙️ Settings icon
- Modify permissions as needed
- Click Save
Deleting Custom Roles
- Find the role in the list
- Click the Delete option
- Confirm deletion
Warning: Deleting a role will remove it from all assigned users. Reassign users before deleting.
Users Management
Dashboard Metrics
| Metric | Description |
|---|---|
| Total Users | Number of users with access |
| Available Roles | Roles 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
- Click + Invite User
- 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)
- Click Send Invitation
Invitation Process
When you invite a user:
- They receive an email invitation
- Email contains a setup account link
- User creates their password
- User gains access with assigned role
Changing User Roles
- Find the user in the list
- Click the Role dropdown next to their name
- Select the new role
- Changes apply immediately
Editing User Information
- Click the ✏️ Edit icon next to the user
- Update name, email, or other details
- Click Save
Removing Users
- Click the 🗑️ Delete icon next to the user
- Confirm removal
Note: Removing a user revokes their access immediately.
Common Role Configurations
Support Agent Role
For team members handling customer conversations:
| Permission | Enabled |
|---|---|
| View conversations | ✅ |
| Reply to messages | ✅ |
| View knowledge base | ✅ |
| Edit knowledge base | ❌ |
| Access settings | ❌ |
| Manage users | ❌ |
Content Manager Role
For team members managing AI knowledge:
| Permission | Enabled |
|---|---|
| View conversations | ✅ |
| Reply to messages | ❌ |
| View knowledge base | ✅ |
| Edit knowledge base | ✅ |
| Manage documents | ✅ |
| Access settings | ❌ |
Analyst Role
For team members viewing reports:
| Permission | Enabled |
|---|---|
| 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
| Issue | Solution |
|---|---|
| Feature grayed out | User's role doesn't have permission |
| "Access denied" error | Check role permissions for that feature |
| Can view but not edit | Role has read-only access |
Resolution: Edit the user's role or assign a different role with appropriate permissions.
Invitation Not Received
| Issue | Solution |
|---|---|
| Email not in inbox | Check spam/junk folder |
| Wrong email address | Resend to correct address |
| Link expired | Send new invitation |
Can't Delete Role
| Issue | Solution |
|---|---|
| Role has users | Reassign users to different role first |
| System role | System roles cannot be deleted |