Users, roles and teams
Invite your team, choose what each person can do, and which clients they can see.
Access in Knowpoint has two parts:
- a role decides what someone can do, such as edit documentation or reveal passwords;
- organization access decides which clients they can do it in.
Add a user
- Go to Admin → Users.
- Enter their name and email and choose a role.
- Optionally tick their teams, and tick Only give access to specific organizations if they shouldn't see every client. You pick the organizations on the next page.
- Set a password for them, or leave it empty to get a one-time setup link. Send them the link and they choose their own password.
Open a user to change their role, organizations and teams, reset their two-factor authentication, set a new password, issue a new setup link or disable them.
Roles
There are four built-in roles:
| Role | Typical use |
|---|---|
| Admin | Everything, including users, roles, teams and workspace settings |
| Editor | Documents everything, manages passwords and tags, restricts items and uses all AI features. No user management. |
| Technician | Works tickets: edits client documentation and reveals passwords, but can't delete or change the knowledge base. |
| Viewer | Read-only: sees documentation and credential names, but can't reveal secrets or change anything. |
Built-in roles can't be changed. To make your own, open Admin → Roles and Duplicate a role, then tick the permissions you want. The Roles page shows every role side by side.
Permissions
| Group | Permissions |
|---|---|
| Documentation | Edit client documentation · Delete client documentation · Create organizations · Delete organizations · Restrict individual items · Edit the knowledge base |
| Passwords | See passwords list · Reveal and copy passwords · Manage passwords |
| AI | Use Ask AI · Let AI make changes · AI import |
| Workspace | Manage tags · Manage asset types · Use the REST API |
| Administration | Manage users, roles and teams · View the audit log · Manage workspace settings |
Organization access
Each user can see all organizations (including ones added later) or only selected ones. People with limited access can't see other clients anywhere: lists, search, the dashboard, related items, Ask AI and the API all follow the same rules, and links to other clients show Not found.
Teams
Teams make access easier to manage for groups. In Admin → Teams, create a team, add people, and give the team access to all organizations or to chosen ones. Everyone in the team gets that access, on top of their own. Teams can also be given access to restricted items.
Note: There must always be at least one active user who can manage users, so you can't accidentally lock everyone out.