Ever wondered how to get your entire team collaborating seamlessly on your PolyAI projects? You're in the right place! Adding people to your PolyAI workspace is a straightforward process, but understanding the steps and the impact of different roles is key to maximizing your team's efficiency. This comprehensive guide will walk you through every detail, ensuring you can onboard new members with confidence.
Let's dive in and empower your team to build even more intelligent conversational AI!
Understanding PolyAI's User Management Structure
Before we jump into the "how-to," it's crucial to grasp the fundamental concepts of user management within the PolyAI platform. PolyAI prioritizes security and efficient collaboration by offering distinct roles with specific permissions. This ensures that everyone on your team has the right level of access, protecting your valuable AI models and data.
PolyAI primarily operates within a workspace model. Think of your workspace as your central hub where all your AI projects reside. To add people, you'll be inviting them to this workspace, and then you can further define their access to specific projects or functionalities.
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| How To Add People On Poly Ai |
Step 1: Accessing the User Management Section
The first step in inviting new team members is to navigate to the correct section within your PolyAI workspace.
Log In to Your PolyAI Account: Begin by logging into your PolyAI Studio account. You'll typically use the PolyAI Studio portal (e.g.,
https://login.jupiter.poly.ai/). Make sure you have Admin privileges for your workspace, as only admins can manage users. If you're unsure of your role, check with your existing PolyAI administrator.Navigate to the "Users" Tab: Once logged in, look for the navigation bar, usually located at the top of your screen. You should see various tabs such as "Billing," "Secrets," and importantly, the "Users" tab. Click on this tab to proceed to the user management page.
Note: The exact layout might vary slightly depending on PolyAI platform updates, but the "Users" or "User Management" section is always prominently featured for administrators.
Step 2: Reviewing Your Existing User List
Before adding new members, it's a good practice to take a quick glance at your current user list. This page provides a clear overview of who currently has access to your workspace.
Understanding the User List: On the "Users" page, you'll see a table or list displaying information about each user. This typically includes:
Email Addresses: The primary identifier for each user.
Roles: The overall role assigned to the user within the workspace (e.g., Admin, Member).
Groups (Optional): If your organization utilizes groups for more granular management, you might see which groups users belong to.
Projects Access: A quick view of which projects each user has access to.
This overview helps you understand your current team structure and identify any potential gaps or areas for reorganization.
QuickTip: Skim first, then reread for depth.
Step 3: Initiating the New User Invitation
Ready to bring in new talent? This is where you start the invitation process.
Locate the "Add" Button: On the "Users" page, typically in the top right corner, you'll find an "Add" button (or similar phrasing like "Add User" or "Invite User"). Click this button to open the invitation window.
Enter Email Address(es): A new window or pop-up will appear, prompting you to enter the email address(es) of the user(s) you wish to invite.
Single User: If you're inviting one person, simply type their email address into the field.
Multiple Users: PolyAI often allows you to invite multiple users at once. You can achieve this by:
Typing emails: Type one email, press Enter, and then type the next.
Copy-pasting: Copy a list of email addresses (separated by commas, semicolons, or new lines) and paste them directly into the field.
It's crucial to ensure the email addresses are accurate, as the invitation will be sent to these addresses.
Step 4: Assigning Roles and Permissions
This is one of the most critical steps, as it dictates what the new user can see and do within your PolyAI workspace and projects. PolyAI offers a clear distinction between administrative and member roles.
Choosing the Right Role: From the available options, select the appropriate role for the new user(s). The two primary roles you'll encounter are:
Admin Role:
Full Access: Users with the Admin role have complete administrative rights to the workspace. This includes creating and editing projects, managing all users, configuring workspace-level settings, and accessing all features.
High Responsibility: This role should be assigned with caution, typically to team leads, project managers, or IT administrators who require comprehensive control over the PolyAI environment.
Member Role:
Project-Level Permissions: Members are designed for users who need access to specific projects and their content. Their access is more granular and can be tailored.
Varying Access Levels: Within the Member role, you can often define further permissions for individual projects, such as:
No Access: The user cannot view or interact with the project.
Reader: The user can view project content (e.g., conversation flows, analytics) but cannot make changes. This is ideal for stakeholders who need to monitor progress.
Editor: The user has full access to a project and can make changes to its content. This is suitable for AI developers, content creators, and agents working directly on the project.
Resource-Level Permissions (Advanced): PolyAI also supports more granular permissions within projects, often categorized by resource hierarchy:
Build: Permissions related to creating and configuring agent functionality (knowledge base, voice settings, rules, functions, etc.).
Analyze: Permissions for monitoring agent performance (dashboards, conversations).
Configure: Permissions for workspace and project-level settings.
Carefully consider the responsibilities of each new team member and assign the role that best aligns with their needs and your organizational security policies.
Step 5: Group Assignment (Optional, but Recommended for Larger Teams)
For larger teams or organizations with complex project structures, assigning users to groups can significantly streamline user management.
Utilizing the "Group" Field: If available, the "Group" field allows you to tag users into different logical groups.
Simplified Management: Instead of managing permissions for each individual, you can apply settings to an entire group, saving time and reducing the risk of errors.
Enhanced Collaboration: Groups can facilitate collaboration among specific subsets of your team working on related projects.
Customizable: You can typically define your own groups based on departments, project teams, or functional roles (e.g., "QA Team," "Bot Developers," "Client A Support").
While optional, leveraging groups is a best practice for maintaining an organized and efficient PolyAI workspace as your team grows.
Step 6: Confirming and Sending Invitations
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Once you've entered the email addresses and assigned the appropriate roles and any optional groups, the final step is to confirm and send the invitations.
Review Your Selections: Take a moment to double-check all the information you've entered: email addresses, assigned roles, and group memberships. Accuracy here prevents rework and ensures correct access.
Click "Confirm" or "Send Invite": After verifying everything, click the "Confirm" or "Send Invite" button.
What Happens Next:
The new users will now appear in your user list within the PolyAI Studio.
An invitation email will be sent to the email address(es) you provided. This email typically contains a link for the invited user to activate their PolyAI account and join your workspace.
Important: Advise your new team members to check their spam or junk folders if they don't see the invitation email in their inbox within a few minutes. The activation link usually has a limited validity period (e.g., 72 hours), so they should act on it promptly.
QuickTip: Break reading into digestible chunks.
Step 7: The New User's Activation Process
Once you've sent the invitation, the ball is in the new user's court. Here's what they can expect:
Receiving the "Welcome to PolyAI" Email: The invited user will receive an email from PolyAI with a subject similar to "Welcome to PolyAI" or "You've been invited to join a PolyAI Workspace."
Activating the Account: Within the email, there will be a prominent link to "Activate Your Account" or "Join Workspace." Clicking this link will typically:
Launch a web browser to the account activation screen.
Prompt them to enter their first name, last name, and create a password.
Password Requirements: PolyAI usually has strong password requirements for security, often including a minimum length, a mix of uppercase and lowercase letters, numbers, and special characters. They might also enforce rules against repeated characters.
If they already have a PolyAI account, they might be prompted to log in and accept the invitation.
Email Verification (if applicable): In some cases, after setting a password, they might need to verify their email address by clicking another link sent to their inbox.
Completing Registration and Logging In: Once their account is activated and any necessary email verification is complete, they can log in to your PolyAI workspace and start collaborating!
Beyond Adding Users: Managing Your Team Effectively
Adding users is just the beginning. Effective team management within PolyAI involves ongoing maintenance and optimization:
Updating Roles and Permissions: As projects evolve or team members change responsibilities, you may need to adjust their roles and project-level permissions. You can typically do this by navigating back to the "Users" tab, selecting the user, and editing their settings.
Removing Users: When a team member leaves or no longer requires access, it's crucial to remove their access promptly for security reasons. The "Users" tab will usually have an option to delete or deactivate a user.
Monitoring Activity: While not directly related to adding users, regularly reviewing activity logs or audit trails (if available in your PolyAI plan) can help you understand how your team is utilizing the platform and identify any potential issues.
By following these steps and understanding the underlying principles, you'll be well-equipped to manage your PolyAI team effectively, fostering a collaborative and secure environment for developing cutting-edge conversational AI.
Frequently Asked Questions (FAQs)
Here are 10 common questions about adding people to PolyAI:
How to check my current role on PolyAI?
To check your current role, log in to the PolyAI Studio and navigate to the "Users" tab. You should see your email address listed, along with your assigned role (e.g., Admin, Member) next to it.
Tip: Reading carefully reduces re-reading.
How to invite multiple users to PolyAI at once?
When in the "Add User" or "Invite User" pop-up, you can typically enter multiple email addresses by typing one, pressing Enter, and then typing the next, or by copy-pasting a list of email addresses separated by commas, semicolons, or new lines.
How to change a user's role after they've been invited?
Log in as an Admin, go to the "Users" tab, find the user whose role you want to change, click on their entry (or an "Edit" button next to their name), and select the new role from the available options. Don't forget to save your changes.
How to assign specific project permissions to a PolyAI user?
For "Member" roles, you can usually assign project-specific permissions (e.g., Reader, Editor, No Access) after they've been invited or when editing their user profile. This is often done by navigating to the specific project settings or directly within the user management interface.
How to troubleshoot if a user doesn't receive the PolyAI invitation email?
First, ask the user to check their spam or junk mail folders. If it's still not there, verify the email address you entered for typos. You may also be able to resend the invitation from the user management section in PolyAI.
QuickTip: If you skimmed, go back for detail.
How to remove a user from my PolyAI workspace?
As an Admin, go to the "Users" tab, locate the user you wish to remove, and click the "Delete" or "Remove" icon/button next to their name. Confirm the action when prompted.
How to create a new group for user management in PolyAI?
The ability to create new user groups typically resides within the "Users" or "User Management" section of your PolyAI workspace. Look for a "Groups" sub-tab or a "Manage Groups" option, where you can define and create new groups.
How to understand the difference between Admin and Member roles in PolyAI?
The Admin role provides full control over the entire workspace, including user management, billing, and all projects. The Member role offers more granular, project-level permissions (Reader, Editor, No Access) and does not have administrative rights over the entire workspace.
How to reactivate a deactivated PolyAI user account?
If a user account was deactivated rather than permanently deleted, you can usually reactivate it from the "Users" tab. Look for an "Activate" or "Enable" option next to their name.
How to ensure new users understand PolyAI's security guidelines?
After inviting new users, it's good practice to share your organization's internal security guidelines and best practices for using the PolyAI platform, including password policies and data handling procedures. PolyAI's own documentation also often provides security insights.
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