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Managing Users

This guide explains how to manage users within the AI Controller administration interface. User management enables administrators to control access through account creation, permission assignment, and group management.

Note: For general information about AI Controller's access control system, including roles, permissions, groups, and best practices, please refer to the Access Control documentation.

Users Overview

The Users administration page provides control over user accounts and their permissions. Administrators can create accounts, manage access rights, reset passwords, and maintain organizational security policies through this interface.

Accessing User Management

Navigate to Admin -> Users in the AI Controller web interface to access user management. This area is restricted to administrators with appropriate permissions.

Screenshot of Users Administration Page

Screenshot: Shows the Users administration interface with a list of user accounts and their details

Understanding the Users Interface

The Users page displays information about each account in a table format:

  • Username: The unique login identifier
  • Display Name: The human-readable name shown throughout the interface
  • Email: Contact address for communications
  • Role: Access rights and capabilities assigned
  • Date Created: Account creation timestamp
  • Created By: The administrator who created the account
  • Active: Current account status
  • Deleted: Soft-deletion status
  • Actions: Management controls for each account

Creating New User Accounts

To create a new user:

  1. Click the "Create User" button at the top of the page

  2. Complete the user creation form:

    • Username: Choose a unique login name
    • Display Name: Enter the user's full name for interface display
    • Email Address: Provide a valid contact email
    • Role: Select appropriate access level (admin or user)

  3. Click "Create" to generate the account

The system generates a random password displayed once after creation. Record this password and securely transmit it to the new user with instructions to change it upon first login.

Note: For setting up multiple users at once, refer to the Bulk User and Provider Setup guide which provides scripts for automating the creation of multiple accounts.

Screenshot of Create User Dialog

Screenshot: Shows the dialog for creating a new user with all required fields

Managing Existing Users

Editing User Details

Modify user information by clicking the "Edit" button Edit button for any account. You can update:

  • Username for changing the login identifier
  • Display name for better identification
  • Email address for current contact information
  • Role assignment to adjust access levels

Changes take effect immediately upon saving.

Account Status Management

Control account access through activation and deactivation:

  • Deactivate: Temporarily disable login while preserving account data
  • Activate: Restore access for previously deactivated accounts
  • Delete: Perform soft deletion to remove access while maintaining audit trails

Screenshot of Account Status Controls

Screenshot: Shows the account status management options including deactivate/activate controls

Password Management

Reset user passwords when needed:

  1. Click "Reset Password" for the target account
  2. Confirm the reset action
  3. Copy the generated password
  4. Securely communicate the new password to the user

Remember that passwords cannot be retrieved after closing the reset dialog.

Access Control Logs

When troubleshooting access issues:

  1. Navigate to Admin -> Logs
  2. Filter logs using the available options:
    • User: Filter by the specific user who triggered the log entry
    • Time frame: Filter logs between specific dates or after a certain date
    • Search: Search for text in the 'Message' and 'Payload' fields (note: this is not a regex match)
  3. Review the timestamp, user, action, and result

For detailed information, see the Authentication Issues Guide.

Troubleshooting Access Issues

Common Access Problems

Issue Possible Causes Solutions
"Access Denied" error - Incorrect username/password
- Insufficient permissions
- Missing group membership
- Rule restriction		 - Verify login credentials
- Check user roles and permissions
- Verify group membership
- Review applicable rules
Cannot see admin features - User does not have admin role
- UI not refreshed after role change		 - Assign appropriate administrative role
- Refresh browser or log out and back in
Cannot access specific models - No rule allowing access
- Model restricted to different groups
- Provider API key issue		 - Check rules configuration
- Add user to appropriate group
- Verify provider setup
API key not working - Key expired or deleted
- Insufficient permissions
- Incorrect usage		 - Check key status in admin panel
- Verify key permissions
- Ensure correct API usage

Updated: 2025-05-27