--- title: "Understand Teammates" slug: "add-new-users" tags: ["Add new users", "Add Teammate", "Delete Teammate", "Delete user", "Edit roles", "Remove a user", "Update role"] updated: 2026-06-11T04:41:52Z published: 2026-06-11T04:41:52Z canonical: "support.whatfix.com/add-new-users" --- > ## Documentation Index > Fetch the complete documentation index at: https://support.whatfix.com/llms.txt > Use this file to discover all available pages before exploring further. # Understand Teammates Whatfix enables you to add teammates, assign roles, view their content, and manage or delete them from your account. The Teammates dashboard contains two tabs that help you manage users based on their access status. - **Active**: Displays users who currently have access to the Whatfix Dashboard. - **Inactive**: Displays users who no longer have access to the Whatfix Dashboard. This is useful when a teammate no longer needs access, while keeping all content associated with their profile intact. ![Teammates_Active_Inactive.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Teammates_Active_Inactive.png) --- #### Teammate Types Teammates are assigned a type based on how long they need access to the Whatfix Dashboard. Teammates can be assigned as either **Members** or **Guests**. - **Members** have permanent access to the Whatfix Dashboard until they are marked as inactive or deleted. - **Guests** have access until a specified end date, after which their access is automatically removed. Use Guests when you need to provide temporary access, such as for interns or external collaborators. --- **Note:** Only an **Account Manager** can perform the following task. For more information about available roles, see [Whatfix User Roles](/studio/docs/whatfix-user-roles). Expand the following accordions for more details: **Add a Teammate** A Teammate is a user you invite to access the Whatfix Dashboard. They become active once they sign up. Use the following steps to add a new Teammate: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Click **Add Teammate**. ![Add_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Teammate.png) 2. Select the Teammate Type: 1. **Members**: Provides permanent access to the Whatfix Dashboard. ![Add_Member_Teammates.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Member_Teammates.png) 2. **Guests**: Provides temporary access to the Whatfix Dashboard. ![Add_Guest_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Guest_Teammate.png) 3. Enter the email address of the teammate and select their role using the dropdown menu. To know more about each role, see [Whatfix User Roles](/studio/docs/whatfix-user-roles). ![Add_Teammates_ Member.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Teammates_%20Member.png) > [!WARNING] > Note: > > - Ensure you select an end date to add the **Guests**. ![Date_Guest_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Date_Guest_Teammate.png) > - The Guest teammate’s access is valid only until the specified date. You can add a teammate as a Guest with a maximum validity of 90 days. > - When a Guest teammate’s access reaches the set expiry date, their account is automatically marked as inactive. Their content remains associated with their profile until it is transferred to another teammate. > [!NOTE] > Info: > > - Ensure the teammate’s email domain is whitelisted before sending an invite. To add other domains, contact [support@whatfix.com](mailto:support@whatfix.com?subject=Add%20an%20additional%20domain%20to%20Whatfix%20dashboard&body=Hello%20Team%2C%0A%0APlease%20add%20the%20following%20domain%20to%20my%20Whatfix%20account.%20%0A%0AThanks%20and%20regards.). > - Click **+ Add Teammate** to invite multiple users. ![Add_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Teammate(1).png) > - Add up to five teammates of each type (Guests and Members) at a time. To add more users, repeat the process in batches. > > ![Add_Teammates_type.gif](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Teammates_type.gif) 4. Once you have added all the teammate’s you want to invite, click **Add Teammate**. ![Add_Teammate_Member.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_Teammate_Member.png) > [!WARNING] > Note: > > An email with a link to sign-up is sent to the new teammate’s email address. The link remains valid for 24 hours. If it expires, send a new invitation. If the teammate does not receive the email, see [Users do not receive invite to dashboard](/studio/docs/users-not-receiving-invite). > [!NOTE] > Info: > > To manage **Guest** Teammates use **Extend Validity**, **Upgrade to Member**, **Mark as inactive**, or **Delete**. > > - **Extend Validity** - Update the end date to extend the teammate’s access. You can extend the validity up to 90 days. > - **Upgrade to Member** - Upgrade a **Guest** to a **Member** to provide permanent access. > - **Mark as inactive** - Revoke dashboard access without removing the teammate. > - **Delete** - Permanently remove the **Guest** teammate from the Whatfix Dashboard. > > ![Guest_Options.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Guest_Options.png) **Update the Role of a Teammate** You can change an Active teammate’s role to any role of your choice. For more information on roles, see [Whatfix User Roles](/studio/docs/whatfix-user-roles). Use the following steps to update a Role of a Teammate: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Go to the teammate whose role you want to change. ![Role_change_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Role_change_Teammate.png) 2. Under **Role**, click the dropdown. ![Select_role.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Select_role.png) 3. Select the required role. For more information, see [Whatfix User Roles](/studio/docs/whatfix-user-roles). ![Select_Role_Teammates.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Select_Role_Teammates.png) 4. Click **Confirm** to change the role. ![Click_confirm.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_confirm.png) The teammate’s role is updated, and their permissions now reflect the assigned role. > [!WARNING] > Note: > > A teammate's role cannot be changed in the Inactive state. **Mark an Active Teammate as Inactive** Marking a teammate as **Inactive** revokes their dashboard access without affecting their content. This is useful when a teammate no longer needs dashboard access, but you want to keep their content associated with their profile without transferring or deleting it. You can mark the teammate as **Active** later to restore their dashboard access without requiring a new signup invite. Use the following steps to mark an Active teammate as Inactive: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Go to the teammate whose account you want to mark inactive. ![Role_change_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Role_change_Teammate.png) 2. Click the **M****ore****Options** icon. ![Click_more_option.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_more_option.png) 3. Click **Mark as Inactive**. ![click_mark_as_active.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/click_mark_as_active.png) > [!WARNING] > Note: > > - When you click **Mark as Inactive**, the teammate no longer has access to the Whatfix Dashboard until an Account Manager marks them as Active again. > - Marking a teammate as **Inactive,** does not affect the content they created. 4. Click **Mark inactive**. ![Mark_inactive.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Mark_inactive.png) The teammate is marked as inactive. **Mark an Inactive Teammate as Active** When Inactive teammates need access again, mark them as active to restore their dashboard access with the same profile. Use the following steps to mark an Inactive Teammate as Active: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Click **Inactive**. ![Click_inactive.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_inactive.png) 2. Go to the Inactive teammate you want to mark active. ![Inactive_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Inactive_Teammate.png) 3. Click the **More Options** icon. ![Click_more_option.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_more_option.png) 4. Click **Mark as Active**. ![Mark_as_active.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Mark_as_active.png) 5. In the dialog box, click **Confirm**. ![Teammates_click_confirm.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Teammates_click_confirm.png) The teammate is marked as Active. **Delete an Active Teammate** When Active teammates leave your organization or change teams, you can delete their account. Any content they created can be reassigned to another Active teammate or deleted. Use the following steps to delete an Active teammate: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Go to the Active teammate you want to delete. ![Role_change_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Role_change_Teammate.png) 2. Click the **More Options** icon. ![Click_more_option.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_more_option.png) 3. Click **Delete**. ![Teammates_Click_Delete.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Teammates_Click_Delete.png) 4. Choose one of the following options: - **Assign all content and tags to any of the following teammate:** Select a teammate from the **Teammate name** dropdown to transfer the content and tags. ![Click_dropdown_to_assign.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_dropdown_to_assign.png) - **Keep all content and tags with the teammate:** The content and tags remain associated with the deleted teammate. Whatfix deletes the teammate’s content and widgets. ![Delete_Active teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Delete_Active%20teammate.png) 5. Click **Delete** **teammate**. ![Delete_active_teammates.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Delete_active_teammates.png) The teammate is deleted. **Delete an Inactive Teammate** When Inactive teammates leave your organization or change teams, you can delete their account. Any content they created can be reassigned to an Active teammate or deleted. Use the following steps to delete an Inactive Teammate: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Click **Inactive**. ![Click_inactive.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_inactive.png) 2. Go to the Inactive teammate you want to delete. ![Inactive_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Inactive_Teammate.png) 3. Click the **More Options** icon. ![Click_more_option.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_more_option.png) 4. Click **Delete**. ![Delete_inactive_Teammates.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Delete_inactive_Teammates.png) 5. Choose one of the following options: - **Assign all content and tags to any of the following teammate:** Select a teammate from the **Teammate name** dropdown to transfer the content and tags. ![Teammate_Click_dropdown.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Teammate_Click_dropdown.png) - **Keep all content and tags with the teammate:** The content and tags remain associated with the deleted teammate. Whatfix deletes the teammate’s content and widgets. ![Delete_inactive_Teammates.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Delete_inactive_Teammates(1).png) 6. Click **Delete teammate**. ![Delete_Inactive_Teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Delete_Inactive_Teammate.png) The teammate is deleted. **Export a Teammate** To review teammate information, export the teammate list from the Whatfix dashboard. The exported CSV file includes information such as email, role, teammate type, status, date joined, content count and access expiry. ![Teammate_export.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Teammate_export.png) Use the following to steps to export the teammates: 1. On the [Whatfix Guidance dashboard](https://support.whatfix.com/docs/overview-of-the-whatfix-dashboard), click **Settings**. ![ia_left_nav_settings](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_left_nav_settings.png) 2. Click **Teammates**. ![ia_settings_teammates_two_levels](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/ia_settings_teammates_two_levels.png) 1. Click the **Export t****eammate list** icon. ![Click_export_teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Click_export_teammate.png) 2. In the **Export teammates** dialog box, select the required date range from the dropdown. ![Date_range_export_teammate.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Date_range_export_teammate.png) 3. Under **Filter** **teammates**, select the teammate **Status** and **User Type** you want to export. ![Filter_to_export.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Filter_to_export.png) 4. Click **Export**. ![click_export.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/click_export(1).png) The teammate list is downloaded as a CSV file containing the selected teammate details. > [!NOTE] > Info: > > - To add an existing teammate as a Break Glass User (BGU), see [Break Glass and Temporary Access](/studio/docs/breakglass-user). BGU is available only when SSO is enabled. For more information, see [SSO and authentication](/studio/docs/whatfix-single-sign-on). > > ![Add_as_BGU.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Add_as_BGU.png) > - To view the content created by a teammate, click the external link icon next to the count in the **Content** column. Select the stage (**Draft**, **Ready**, or **Production**) from which you want to view content, and then click **View content**. > > ![Teammates_view_content.gif](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Teammates_view_content.gif) > - Click the **Filter**icon to filter teammates by roles (Account Manager, Content Manager, Editor, Translator) or by type (Guest or Member). > > ![Filter_Teammates.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Filter_Teammates.png) > - Click the **Show/Hide Columns** icon to customize the dashboard list view by showing or hiding columns based on your preference. ![Show_Hide_Column.png](https://cdn.document360.io/a268766e-d74d-4619-9613-e2472f809ffb/Images/Documentation/Show_Hide_Column.png) The Whatfix Dashboard is where you can perform the following actions: - Access all content that has been created by users in your organization. - Access and manage content widgets like Self Help, Pop-ups, Smart tips, Beacons, and Task List - Manage users - Manage tags - Access Analytics - Manage translations - Manage Tip or Flow configurations A Break Glass User (BGU) is a user who can access the dashboard during emergencies, such as when SSO is unavailable. ## Related - [Can I bulk invite Users to the dashboard?](/can-i-bulk-invite-users-to-the-dashboard.md)