Ask AI permissions

This article covers how role-based permissions work in Ask AI, including the three role types available and how to add, edit, and remove users in the User Management tab.

As a team sets up the Ask AI feature across one or more sites, role-based permissions ensure that each person has the right level of access.

In this article

• The User Management tab
• Role types in Ask AI
  • Ask AI roles and permissions table
• View and manage users
• Add new users and assign a role
• Edit user details
  • Assign chatbot access
• Delete users

The User Management tab

During implementation, all of the users who will perform tasks throughout Ask AI are set up in one place.

Open the User Management tab from the left navigation.

The tab lists every user who has access to support the setup and implementation of the Ask AI feature, along with their assigned roles.

Role types in Ask AI

• Organization Admin: Full admin privileges.
• Admin: Can edit the chatbot settings that an Organization Admin assigns to them.
• Viewer: Can view the chatbot settings that an Organization Admin or Admin assigns to them.

Ask AI roles and permissions table

The following table lists the tasks each role can perform.

View and manage users

Browse and filter the user list to review who has access.

• Search: Enter criteria to search one at a time.
• Role: Click the Role dropdown to filter by the selected role.
• Chatbot access: Select an individual school to see only the users assigned to that school.

Access can then be managed in the following ways:

• Add new users and assign a role
• Edit user details
• Delete users
• Assign chatbot access

Add new users and assign a role

New users can be added at any time after implementation. The role is assigned during this process.

• Step 1: In the User Management tab, click the Add user button in the top right corner.
  
• Step 2: Complete the following fields in the Add user window:
  • Full name: Type the new user's first and last name.
  • Email: Enter the user's email address. Double-check for accuracy; this address is used to send the account invitation.
  • Username: Choose a unique username.
  • Role: Click the Role dropdown and select the role that best fits the new user. See the Ask AI roles and permissions table for details.

Once added, the user receives an email that allows a password to be created for the first time.

Edit user details

To manage a user, click the 3-dot menu at the far right of the user's row and select Edit.

In the Edit user window that appears, adjust details such as Name, Email, Username, or the Role assigned to the user.

Assign chatbot access

Access can be granted to specific chatbots while being removed from others.

In the Edit user window, expand the dropdown in the Chatbot access section.

• Select all: Grants the user access to all chatbots.
• Deselect all: Removes access from a domain's chatbot.
• Only one chatbot? Organizations with a single chatbot will not see multiple options in the Chatbot access area.

After clicking Save:

• The user sees only the chatbots assigned to them in the top-right dropdown menu.
• Access then depends on the assigned role:
  • Organization Admins have access to all chatbots by default and do not need chatbot access granted.
  • Admins can grant access to the selected chatbots.
  • Viewers have view-only access to the chatbots assigned to them and cannot make adjustments.

Delete users

To delete a user, click the 3-dot menu at the far right of the user's row and select Delete.

Related articles

• Access and log into your Ask AI platform
• Ask AI FAQs
• Ask AI: What you can do vs. what requires Finalsite Support