Manage users, roles, invitations, and desktop agent settings.
This guide explains how Admins and Owners manage users, roles, and invitations in Intelogos.
Who Can Access
Only Admins and Owners can access the User Management page and perform actions (invite users, edit user details, assign/change roles, and remove users).
Overview
Page URL: https://new.intelogos.com/usermanagement
The page provides:
- Header bar: Page title, Bulk Edit toggle, Desktop agent settings, Invite users, and View Options (column visibility and reordering)
- Filter bar: Role, Registration, Job title, Manager, Department, Projects filters and a name search
- User table: Sortable, resizable columns with inline editing on hover and per-row actions
- Manage User drawer: Opens on row click for editing user details across multiple tabs
- Bulk edit mode: Select multiple users and edit them simultaneously
Projects-specific columns and filters are shown only when projects are enabled for your organization.
Page Header
Location on page: Top of the User Management card, above the filter bar.
The header displays the page title "User Management" (with a UserCog icon) on the left and action buttons on the right.
Header Action Buttons
The following buttons appear in the top-right corner of the header, from left to right:
| Button | Icon | Tooltip | Description |
|---|
| Bulk Edit | Pencil | "Bulk Edit" | Toggles bulk edit mode on/off. When active, a checkbox column appears for selecting multiple users. State persists across page reloads (saved in browser storage). |
| Desktop agent settings | Monitor | "Desktop agent settings" | Opens the Desktop Agent Settings drawer for configuring organization-wide agent preferences. |
| Invite users | Plus (+) | "Invite users" | Opens the Invite Users drawer to send invitations to new team members. |
| View Options | Columns | "Select columns" | Opens a popover to toggle column visibility and drag-and-drop reorder columns. |
Desktop Agent Settings (Global)
Location on page: Opens as a side drawer when clicking the Monitor icon button in the page header (second button from left).
Click "Desktop agent settings" in the header to open a drawer for organization-wide desktop agent preferences. These settings control how the Intelogos desktop agent launches, tracks time, manages idle periods, sends reminders, and displays data to users.
Appearance
What it controls: How the desktop agent launches and displays on users' computers.
Options:
- Open at computer login: When enabled, the Intelogos application automatically starts when a user logs into their computer. This setting applies to all users in the workspace unless customization is allowed.
- Autostart time when app is turned on: When enabled, the timer automatically starts running as soon as the application is launched. This applies to all users in the workspace unless customization is allowed.
- Option to show or hide time: When enabled, users can see the timer in the Menu Bar. When disabled, the timer is hidden from the Menu Bar. This setting applies globally unless customization is allowed.
- Allow users to make their own preferences: When enabled, users can customize the above settings (open at login, autostart timer, show/hide time) individually. When disabled, all users must follow the settings you configure above.
Best practices:
- Enable "Open at computer login" to ensure the agent turns on but not necessarily tracks work.
- Enable "Autostart time" to have the agent automatically start recording work time.
- Show the timer in the Menu Bar for visibility, but allow user customization for flexibility.
- Enable user preferences only if your company culture supports individual customization; disable for strict company-wide enforcement.
Tracking
What it controls: How users can log time, manage their time, and what permissions are required for tracking activities and performance.
Options:
- Allow offline meetings tracking: When enabled, users can mark their inactive/idle time as offline meetings. This allows them to account for time away from their computer while still capturing it as work time with context.
- Allow users to not give tracking permissions to the widget: When enabled, users can use the Intelogos desktop widget without granting full permissions. In this case, only time tracking will work; performance statistics and activity data (apps, websites) will not be captured.
Best practices:
- Enable offline meetings tracking so employees can account for meetings, calls, or other offline activities without losing tracked time.
- Disable unrestricted permission bypassing (keep this setting off) if you need comprehensive performance data. If you allow users to skip permissions, you'll lose detailed activity insights.
- Inform users about what happens when permissions are restricted to set proper expectations.
Idle Time
What it controls: How the agent detects inactivity, defines idle periods, and whether idle time counts toward work hours or is discarded.
Options:
-
What should count as idle time (thresholds):
- Non-communication apps: Set the minutes of inactivity (no keyboard/mouse) before idle time is triggered when users are using non-communication applications (e.g., document editors, development tools). Default is 20 minutes.
- Communication apps: Set the minutes of inactivity before idle time is triggered when users are using communication applications (e.g., Slack, email, Teams). Default is 20 minutes.
- Idle time will be highlighted in availability and time tables so you can identify periods of inactivity. Time below the threshold will count as normal work time.
-
Save or discard idle time: Choose how idle time is handled:
- Recommended: "Let user decide" - Users decide whether to save idle time as work time or discard it, and can provide a reason (e.g., "In a meeting"). This balances accuracy with flexibility.
- Save idle time: Idle periods count toward total work time and are highlighted as idle in reports and availability views.
- Discard idle time: Idle periods are removed from time reports entirely.
-
Automatically discard very long idle time periods: Set a maximum duration of inactivity (e.g., 4 hours) after which the agent automatically discards the idle time. This captures scenarios where users forgot to turn off their computer without inflating work hours.
Best practices:
- Set non-communication app idle threshold to 10-20 minutes for most office environments.
- Set communication app idle threshold to 20-30 minutes since users may be actively engaged in a call without interacting with the computer.
- Use "Let user decide" for idle time handling to balance accuracy with employee autonomy and trust.
- Set auto-discard threshold to 2-4 hours to remove overnight/weekend and other idle time while preserving legitimate breaks.
Reminders
What it controls: Notifications sent to users to start tracking time and switch between projects.
Steps to enable work schedule reminders: Navigate to User Management → Desktop Agent Settings → Reminders, and turn on the "Set up reminders for work schedule" setting. After making this change, click the Save Settings button to apply and save the changes.
Options:
-
Set up reminders for work schedule: When enabled, you can configure a schedule (e.g., Monday-Friday at 9:00 AM) when users should be reminded to start their timer if they haven't already. This helps ensure consistent time tracking at the start of shifts.
- Choose the schedule (predefined or custom days/times).
- Set the time to trigger the reminder.
-
Remind to switch projects: When enabled, users receive periodic reminders to switch projects in Intelogos. This helps them maintain accurate project tracking by not spending too long on one project without confirmation.
- Choose the reminder frequency (e.g., "Every 4 hours").
Best practices:
- Enable work schedule reminders and set them for your organization's typical start time (e.g., 9:00 AM) to ensure timers are started consistently.
- Enable project switch reminders with a frequency of every 4-8 hours to encourage accurate project tracking without becoming disruptive.
- If your team uses projects heavily, remind every 4 hours; if projects are used less frequently, set to every 8 hours or disable if not needed.
- The reminders work only if the agent is turned on. Therefore, it's best to have the "Open at login" setting turned on for the agent to be turned on when computer is turned on.
Visibility
What it controls: What level of performance data and activity metrics are visible to users in their profiles and dashboards.
Options:
-
Time only: Users see only their time and availability data. Their personal profile displays only basic widgets like "Today," "This week," and "Weekly overview" time charts. No detailed activity, app usage, or performance statistics are shown.
-
Time, activity, tool usage and more: Users have full access to their performance data and statistics, including:
- Activity on all applications and websites
- Tool usage and categorization (primary, secondary, distracting)
- Detailed performance charts and metrics
- All reporting features (excluding Chronicle page access)
Best practices:
- Use "Time only" for privacy-focused organizations or when users should focus only on time tracking, not detailed activity analysis.
- Use "Time, activity, tool usage and more" to give users comprehensive insights into their own productivity and help them self-manage performance.
- Ensure your company's privacy policies align with whichever option you choose.
Filters and Search
Location on page: Below the page header, above the user table. Filters appear as a horizontal row of dropdown buttons followed by a search field on the right.
The filter bar contains the following controls, from left to right:
| Filter | Type | Description |
|---|
| Role | Client-side, dropdown | Filter users by role (Owner, Admin, Manager, User, and any custom roles). Multi-select. |
| Registration | Client-side, dropdown | Filter by registration status (Registered, Invite sent, Invite expired, Deactivated). Multi-select. |
| Job title | Client-side, dropdown | Filter by job title. Options are populated from organization data. Multi-select. |
| Manager | API-backed, dropdown | Filter by assigned manager. Selecting a manager re-queries the user list from the API. Multi-select. |
| Department | API-backed, dropdown | Filter by department. Only appears when departments exist in your organization. Re-queries the list on change. Multi-select. |
| Projects | API-backed, dropdown | Filter by project. Only appears when projects are enabled and the Projects column exists. Re-queries the list on change. Multi-select. |
| Search by name... | Text input | Free-text search by user name. Debounced (300ms delay) for smooth typing. |
Tips:
- Filters can be combined. For example, filter by Role = "Admin" and Department = "Engineering" simultaneously.
- Column visibility preferences persist in your browser (localStorage).
- API-backed filters (Department, Projects, Manager) send a new request to the server when changed.
- Client-side filters (Role, Registration, Job title) filter the already-loaded data instantly.
Table Overview
Location on page: Below the filter bar, occupying the main content area of the page.
- Sort by clicking column headers (click toggles ascending/descending/none).
- Resize columns by dragging column header borders.
- Toggle visible columns via the View Options button in the header (preferences are saved locally in the browser).
- Reorder columns by dragging them in the View Options popover.
- Click anywhere on a row to open the Manage User drawer.
- Use the Actions menu (three dots) on a row for quick actions.
- Inline editing: Hover over editable cells to reveal a pencil icon. Click the pencil to open the Manage User drawer on the relevant tab.
Default Column Visibility
Some columns are hidden by default to keep the table compact. You can show them using the View Options button.
| Column | Visible by default |
|---|
| Avatar | Yes |
| Name | Yes |
| Status | No (hidden) |
| Job title | No (hidden) |
| Department | No (hidden) |
| Projects | No (hidden; shown when projects are enabled) |
| Manager | No (hidden) |
| Email | Yes |
| Role | Yes |
| Registration | Yes |
| Platform | Yes |
| Invited on | Yes |
| Last web sign in | Yes |
| Last data sent | Yes |
| Agent Version | Yes |
| Agent Type | No (hidden) |
| Actions | Yes |
Table Columns
All columns in the user table, in default order:
| Column | Sortable | Editable on hover | Description |
|---|
| Select | No | — | Checkbox for row selection. Only visible when Bulk Edit mode is active. Header checkbox selects/deselects all rows on the current page. |
| Avatar | No | No | User avatar image or colored circle with initials. |
| Name | Yes | Yes → Personal tab | Full display name. Hover to reveal a pencil icon; click it to open the Manage User drawer on the Personal tab. |
| Status | Yes | No | Current presence state displayed as a badge: Active (green), Away (gray), or Removed (red). Hover for tooltip: "Active less than 15 minutes ago" for Active; "Last active: [date]" for Away; "User removed" for Removed. |
| Job title | Yes | Yes → Company tab | The user's job title. Hover to reveal pencil icon; click to open the Company tab. |
| Department | Yes | Yes → Company tab | The user's department. Hover to reveal pencil icon; click to open the Company tab. |
| Projects | No | Yes → Company tab | Comma-separated list of assigned projects. Shows up to 2 projects with "+N more" for additional ones. Full list shown in tooltip. Only available when projects are enabled. Hover to reveal pencil icon; click to open the Company tab. |
| Manager | Yes | No | The user's assigned manager name. Read-only. |
| Email | Yes | Yes → Personal tab | Work email address. Hover to reveal pencil icon; click to open the Personal tab. |
| Role | Yes | Yes → Role tab | User role displayed as a colored badge: Owner (shown if present), Admin (green), Manager (yellow/warning), User (gray). Hover to reveal pencil icon; click to open the Role tab. The pencil icon does not appear for users with the Owner role or when viewing your own profile. |
| Registration | Yes | Resend only | Account registration state displayed as a badge: Registered (green), Invite sent (yellow), Invite expired (red), Deactivated (gray). When hovering over an "Invite expired" row, a mail icon appears to resend the invitation directly. |
| Platform | Yes | No | Operating system platform: MacOS, Windows, or Linux. Read-only. |
| Invited on | Yes | No | Date the user was invited. Read-only. |
| Last web sign in | Yes | No | Date/time of the user's last web login. Read-only. |
| Last data sent | Yes | No | Date/time the desktop agent last sent data. Read-only. |
| Agent Version | Yes | No | Version number of the installed desktop agent (e.g., "2.2.3", "1.0.1.27"). Read-only. |
| Agent Type | Yes | Yes → Agent tab | Type of agent installed: Desktop (green), Background (purple), or None (gray). Hover to reveal pencil icon; click to open the Agent tab. |
| Actions | No | — | Three-dot menu with: Edit user (opens Manage User drawer), Resend invitation (only for Invite expired users), Remove user (opens remove confirmation dialog). For deactivated users, only "Remove user" is available. |
Inline Editing
Location on page: Available on editable cells within the user table.
When you hover over an editable cell (Name, Job title, Department, Projects, Email, Role, or Agent Type), a pencil icon appears. Clicking the pencil icon opens the Manage User drawer directly to the relevant tab:
- Name, Email → Personal tab
- Job title, Department, Projects → Company tab
- Role → Role tab
- Agent Type → Agent tab
Inline editing is disabled for:
- Deactivated users: No pencil icons appear on any cell.
- Owner role: The Role column pencil icon does not appear for users with the Owner role.
- Your own profile: The Role column pencil icon does not appear when viewing your own row.
Bulk Edit Mode
Location on page: Toggled via the Pencil icon button in the page header (first button from left). When active, a checkbox column appears as the first column in the table, and a bulk editor bar appears below the table.
How Bulk Edit Works
- Enable bulk edit: Click the Pencil icon button in the header. The button toggles bulk edit mode on/off.
- Select users: Use the checkboxes in the first column to select individual users, or use the header checkbox to select/deselect all users on the current page.
- Open bulk editor: Once one or more users are selected, a bar appears below the table showing the count of selected users and a "Bulk edit" button.
- Edit selected users: Click "Bulk edit" to open the Manage User drawer in bulk edit mode, where changes apply to all selected users at once.
- Exit bulk edit: Click the Pencil icon button again to disable bulk edit mode. Row selections are cleared.
Bulk edit mode state is persisted in your browser (localStorage), so it remains active if you reload the page.
Status vs Registration
- Status (Active / Away / Removed) shows the user's current presence state based on recent agent activity.
- Registration shows the account state: Registered, Invite sent, Invite expired, or Deactivated.
These are different signals and can change independently. For example, a user can be "Registered" but "Away" if they haven't been active recently.
Registration States
- Registered: The user has completed registration.
- Invite sent: Invitation was sent and has not expired.
- Invite expired: Invitation expired; you can resend the invitation.
- Deactivated: The user was deactivated/removed.
Resend invitation is available only when Registration = Invite expired. You can resend by hovering over the Registration cell (a mail icon appears) or via the Actions menu on the row.
Manage User Drawer
Location on page: Opens as a side drawer from the right edge of the screen when you click a row, click an inline edit pencil icon, or select "Edit user" from the Actions menu.
Click a row to open the drawer with tabs for editing details. The drawer supports both single-user and bulk-edit modes.
Personal Tab
Location in drawer: First tab in the Manage User drawer.
- Fields: First name, Last name, Work email
- Save changes to update the user's profile.
Company Tab
Location in drawer: Second tab in the Manage User drawer.
- Fields: Job title (select or custom), Department (select or custom), Projects (when enabled)
- Save to update job, department, or project assignments.
Role Tab
Location in drawer: Third tab in the Manage User drawer.
- One role per user (e.g., User, Manager, Admin).
- Adjust the user's role and associated permissions.
- Owner role cannot be changed from this tab.
- You cannot change your own role.
Agent Tab
Location in drawer: Fourth tab in the Manage User drawer.
- Configure per-user agent settings (Desktop, Background, or None).
View Options (Column Visibility & Reordering)
Location on page: Accessible via the Columns icon button in the page header (rightmost button). Opens as a popover.
The View Options popover allows you to:
- Toggle column visibility: Each column has a checkbox. Check/uncheck to show/hide columns in the table.
- Reorder columns: Drag and drop columns using the grip handle on the right side of each item to change the column order in the table.
Column visibility and order preferences are saved in your browser (localStorage) and persist across sessions.
Invite Users
Location on page: Opens as a drawer when clicking the Plus (+) icon button in the page header (third button from left).
Open the "Invite users" action in the page header to invite new team members to your organization. You can assign roles and permissions during the invitation flow.
How Invitation Works
- Enter email addresses: Provide the work email address(es) of the person(s) you want to invite.
- Select role: Choose a role for each invitee (User, Manager, or Admin).
- Send invitation: Click Send. An invitation email is sent to each recipient.
- Track status: The user appears in the User Management table with "Invite sent" status. Once they register, the status changes to "Registered."
- Invitation expiration: If a user does not register within the expiration period, the invitation becomes invalid and shows as "Invite expired." You can then resend the invitation.
- Auto-refresh: The user table automatically refreshes when you close the Invite Users drawer, so new invitations appear immediately.
User Roles & Permissions
Each role has distinct access levels and permissions. Choose the appropriate role based on the user's responsibilities.
Owner
- Access: Highest-level role with full system control.
- Permissions:
- All Admin permissions plus account ownership capabilities.
- The Owner role cannot be changed or reassigned from the User Management page.
- Note: There is typically one Owner per organization. The Owner role is displayed in the Role column and cannot be edited by other users.
User (Regular User)
- Access: Can only view and manage their own profile and personal data.
- Permissions:
- View own activity, reports, and performance metrics.
- Edit own profile (name, email, timezone, etc.).
- Access personal settings (e.g., 2FA, password).
- Cannot: Access other users' data, manage team members, or access admin settings.
- Use case: Individual contributors, employees, team members who only need to see their own information.
Manager
- Access: Can view team members' data and manage their direct reports (or broader team depending on configuration).
- Permissions:
- View selected user profiles, activity, and reports.
- See detailed analytics for their team.
- Edit team member details (job title, department, manager assignment).
- Change other users' roles (limited scope).
- Resend invitations and remove team members.
- Access most reporting and analytics features.
- Cannot: Access global admin settings, enable/disable features for the organization, or change company-wide configurations.
- Use case: Team leads, department managers, supervisors who need oversight of their team's performance and activity.
Admin (Administrator)
- Access: Full access to all features, settings, and user management capabilities.
- Permissions:
- View and edit all user data across the organization.
- Manage users (invite, remove, change roles, edit details).
- Configure organization-wide settings (Desktop agent settings, Work hours policies, Tools categorization, Chronicle, Projects).
- Manage 2FA enforcement, company info, and security settings.
- Access all reports and analytics.
- Configure integrations and subscriptions.
- Cannot: Exceed their own access level (Admins cannot grant themselves higher permissions).
- Use case: System administrators, account owners, IT personnel who manage the entire system and organization settings.
Role Comparison Table
| Feature | User | Manager | Admin | Owner |
|---|
| View own data | Yes | Yes | Yes | Yes |
| View other users' data | No | Yes | Yes | Yes |
| Edit other users' details | No | Yes | Yes | Yes |
| Manage users (invite/remove) | No | Yes | Yes | Yes |
| Change user roles | No | Limited | Yes | Yes |
| Access Admin settings | No | No | Yes | Yes |
| Configure organization features | No | No | Yes | Yes |
| Manage 2FA enforcement | No | No | Yes | Yes |
Best Practices for Role Assignment
- Principle of least privilege: Assign the minimum role needed for the user to do their job. Don't make everyone an Admin.
- Use Managers for oversight: If you have team leads or supervisors, assign them the Manager role so they can monitor their team without full admin access.
- Limit Admins: Only assign Admin role to IT personnel, account owners, or senior leadership who genuinely need full system access.
- Review roles regularly: Periodically audit user roles to ensure they're still appropriate, especially after job changes or departures.
- Use Users as default: Start new employees as Users unless they have specific management or admin responsibilities.
Tracking Invitation Status
Location on page: Visible in the Registration column of the User Management table.
After sending invitations, track their status in the User Management table:
- Invite sent: Invitation was sent and is still valid; waiting for user to register.
- Registered: User has completed registration and is active.
- Invite expired: Invitation expired without being accepted; you can resend it.
- Deactivated: User was removed or deactivated.
You can resend expired invitations by hovering over the Registration cell (a mail icon appears) or using the Actions menu on the user row (see Resend Invitation section below).
Invitation Troubleshooting
- Invitation not received: Ask users to check their spam/junk folder.
- Need to allowlist domain: Allowlist the Intelogos domain on your organization's email system.
- Wrong email address: Confirm the work email is correct before sending. If incorrect, remove the user and re-invite with the correct email.
- Need to resend: If the invitation expires, use the resend option from the Registration cell hover icon or the Actions menu.
Resend Invitation
Location on page: Available in two places:
- Registration column: Hover over a user row with "Invite expired" status — a mail icon appears. Click it to resend.
- Actions menu: Click the three-dot menu on the row → select "Resend invitation."
- Only available when Registration = Invite expired.
- After resending, the status updates to "Invite sent."
Remove Users
Location on page: Accessible via the Actions menu (three-dot icon) on any user row → "Remove user." Opens a confirmation dialog in the center of the screen.
Remove User Dialog
The dialog provides the following options:
- Information text: Explains that you can delete data immediately or retain it for 30 days.
- Delete data immediately: A checkbox option. When checked, the user's data is deleted right away. When unchecked, data is retained for an additional 30 days.
- Download report: A button to download the user's time report for local storage before removal.
- Cancel: Closes the dialog without removing the user.
- Confirm: Removes the user with the selected data retention option.
Notes:
- For deactivated users, only "Remove user" appears in the Actions menu (Edit user is not available).
- Reactivation is not supported.
Projects Visibility
- The Projects column and Projects filter appear only if projects are enabled for your organization.
- When projects are disabled, the Projects column is not available in the table or View Options.
Common Tasks
- Invite and assign a role: Click the Plus (+) button in the header → enter email → set role → Send.
- Edit a user's name/email: Click the row (or hover over Name/Email cell and click pencil) → Personal tab → Save.
- Update job title/department: Click the row (or hover over Job title/Department cell and click pencil) → Company tab → Save.
- Change role: Click the row (or hover over Role cell and click pencil) → Role tab → Save.
- Change agent type: Hover over the Agent Type cell and click pencil → Agent tab → Save.
- Bulk edit multiple users: Click Pencil icon in header → select users with checkboxes → click "Bulk edit" → make changes → Save.
- Resend an expired invite: Hover over the Registration cell and click the mail icon, or use Actions → Resend invitation (only when Invite expired).
- Remove a user: Actions → Remove user → choose data retention → optionally download report → Confirm.
- Show/hide columns: Click the Columns icon in the header → check/uncheck columns in the popover.
- Reorder columns: Click the Columns icon in the header → drag and drop columns using the grip handle.
- Open Desktop agent settings: Click the Monitor icon in the header → configure settings → Save Settings.
Troubleshooting
- Cannot access the page: Only Admins and Owners have access. Regular Users and Managers without sufficient permissions will not see this page.
- Projects not visible: Projects must be enabled for your organization in the Settings page.
- Column preferences not saving: Ensure browser storage (localStorage) is allowed and not cleared by privacy extensions.
- Invite not received: Check spam/junk, allowlist the Intelogos domain, verify the email address.
- Cannot edit a user's role: You cannot change the Owner role, and you cannot change your own role. The pencil icon will not appear in these cases.
- Inline edit pencil not showing: Pencil icons do not appear for deactivated users. Check the user's registration status.
- Bulk edit not working: Ensure bulk edit mode is enabled (Pencil icon in header). Select at least one user to see the "Bulk edit" button.
- Table not refreshing after changes: The table auto-refreshes when the Manage User drawer or Invite Users drawer closes. If data seems stale, reload the page.