> ## Documentation Index
> Fetch the complete documentation index at: https://docs.prophecygov.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage users, roles, and groups in Prophecy Gov workspace

> Invite city employees, assign admin or member roles, organize users into groups, and control what members can do in your city workspace.

Prophecy Gov gives city admins full control over who can access the workspace and what they can do. You can invite staff by email, promote users to admin, organize your team into groups, and deactivate accounts when someone leaves.

## Roles

Every user in Prophecy Gov has one of two roles:

| Role       | What they can do                                                                                                                                         |
| ---------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Admin**  | Invite users, change roles, manage groups, configure guardrails, connect integrations, control member permissions, and access the municipality dashboard |
| **Member** | Use AI chat, search documents, work with the Data Vault, and create templates (subject to admin-configured permissions)                                  |

You can change any user's role at any time from the People settings page. You cannot change your own role — another admin must do this.

<Note>
  Every city workspace must have at least one admin. Prophecy Gov will not let you demote the last remaining admin.
</Note>

## Inviting users

Only admins can invite new users to the workspace. Invitations are sent by email and expire after a set period.

<Steps>
  <Step title="Open People settings">
    Navigate to **Settings → People**.
  </Step>

  <Step title="Click Invite Member">
    Click the **Invite Member** button in the top-right corner.
  </Step>

  <Step title="Enter the email address">
    Type the email address of the person you want to invite and confirm. Prophecy Gov sends an invitation email to that address.
  </Step>
</Steps>

While the invitation is pending, the person appears in the People table with the status **Invite Sent**. You can resend or cancel a pending invitation from the actions menu next to their row.

<Tip>
  If someone did not receive their invitation email, use the actions menu to resend it. Check that the email address is correct before resending.
</Tip>

### Accepting an invitation

When someone receives an invitation email, they follow a link to create their account and join your city workspace. After completing sign-up, they appear as an active member in the People table.

## Managing active users

All active members appear in **Settings → People**. You can search by name or email to find a specific user.

**Changing a role:** Admins see a role selector in each user's row. Select **Admin** or **Member** from the dropdown to update the role immediately.

**Deactivating a user:** Open the actions menu (three-dot icon) next to a user and select the deactivation option. Deactivated users lose access to the workspace immediately. Their past chats and uploaded files are retained but inaccessible to them.

<Warning>
  Deactivation is immediate. Contact Prophecy Gov support if you need to reactivate a deactivated account.
</Warning>

## Groups

Groups let you organize team members — for example by department, project, or role. Groups are used when sharing files in the Data Vault and can help you manage access to internal documents.

### Creating a group

<Steps>
  <Step title="Open Groups settings">
    Navigate to **Settings → Groups**.
  </Step>

  <Step title="Click Add Group">
    Click **Add Group** and enter a name (for example, "Planning Department" or "City Manager's Office").
  </Step>

  <Step title="Add members">
    With the new group selected, click **Add Member** and search for city members by name or email. Click a result to add them instantly.
  </Step>
</Steps>

### Managing group members

Select a group from the left-hand list to view its members. From the member list you can:

* **Add members** — Use the **Add Member** button to search and add anyone in your city workspace.
* **Remove members** — Open the actions menu next to a member and select **Remove user** to remove them from the group. This does not deactivate their account.
* **Edit profiles** — Admins can update a member's name, title, and department from the group detail panel.

### Deleting a group

Open the group and click the trash icon in the top-right corner of the detail panel. Deleting a group removes all membership associations but does not deactivate any user accounts.

## What admins can do that members cannot

<Accordion title="Full list of admin-only capabilities">
  * Invite new users to the workspace
  * Cancel or resend pending invitations
  * Change user roles between Admin and Member
  * Deactivate user accounts
  * Create, rename, and delete groups
  * Configure PII guardrails for the entire city
  * Request SharePoint and Laserfiche integrations
  * Control whether members can share templates org-wide
  * Control whether members can upload files to the Data Vault
  * View the municipality dashboard with usage statistics
</Accordion>

Members can use the AI assistant, search documents, and work with files according to the permissions configured by admins. Members cannot change settings, invite others, or view the municipality dashboard.