Users
- In this module, you can manage your organization members.
Hana System User Roles
The Hana platform uses role-based access control to safeguard data and tailor the interface to each type of participant. Roles escalate in authority, and every account operates within this hierarchy. This document outlines each role from a product perspective, detailing its intended audience, scope, and day-to-day capabilities.
Role Hierarchy
| Role | Scope | Typical Participants |
|---|---|---|
| User | Personal access within a single organization | Individual team members |
| Admin | Organization-wide management | Team leads or IT administrators |
| Domain Owner (Not Yet Released) | All organizations verified under a domain | Domain administrators |
Higher roles automatically inherit the abilities of all roles below them.
Role-by-Role Details
1. User
Purpose: Everyday interaction with Hana’s features inside a chosen organization.
Key Capabilities
- Authentication & Tokens: Sign in, refresh tokens, and request additional OAuth scopes.
- Organization Participation:
- View current organization settings and DNS verification status.
- Create new organizations and switch between existing memberships.
- Accept invitations and complete onboarding.
- User Information: Access personal profile details and check onboarding completion.
- Memory Retrieval: Search and read memories made available by the organization.
- Saved Prompts: List and view prompts created by themselves or shared with them.
- Policy Compliance:
- Review latest terms or privacy policies.
- Submit consent acknowledgments and verify outstanding approvals.
- CRM & Notifications: Receive announcements or emails scheduled by administrators.
- General Usage:
- Participate in polls, tasks, reminders, and other interactive modules.
- Track personal usage metrics where exposed in the dashboard.
Typical Use Case: A team member chatting with Hana, searching organizational memories, and interacting with saved prompts or tasks without affecting other members’ data.
2. Admin
Purpose: Manage a single organization’s configuration, content, and membership.
Additional Capabilities (over User)
- Organization Management:
- Update organization details (name, languages, settings).
- Invite, deactivate, or change roles for members within the organization.
- Review lists of invited users and maintain onboarding information.
- Memory Management:
- Ingest new memories (text, PDF, docs, audio, YouTube captions, recursive URLs, etc.).
- Update, resync, or delete memory batches.
- Configure automatic resync and track ingestion progress.
- Saved Prompts: Create, update, and remove prompts accessible to the organization.
- Policy Access: View the latest policies that apply to their organization.
- Connectors & Integrations: Configure integrations such as Asana, Salesforce, and other connectors supported by Hana.
- Account Utilities: Initiate bulk operations like user status changes, account deletion within the organization, or plan-specific actions.
- Reporting & Analytics: Access organization-level usage metrics, reports, and invocation histories.
Typical Use Case: An IT lead onboarding new staff, maintaining organizational memories, and ensuring compliance with company policies in Hana.
3. Domain Owner
Purpose: Govern all organizations associated with a verified domain.
Additional Capabilities (over Admin)
- Domain Verification: Role is granted automatically after completing DNS verification for a domain.
- Cross-Organization Oversight:
- Manage settings and users across multiple organizations under the verified domain.
- Override organization restrictions when necessary (for example, editing polls or memory after completion).
- Elevated Deletion & Moderation: Perform deletion or cleanup tasks that require domain-level authority.
- Upgrade Requests: Initiate or approve upgrade operations spanning the entire domain.
Typical Use Case: A domain administrator ensuring consistent policies and resource management across numerous organizations belonging to the same corporate domain.
Feature Area Quick Reference
| Feature Area | User | Admin | Domain Owner (Coming Soon) |
|---|---|---|---|
| Authentication & OAuth | ✅ | ✅ | ✅ |
| Organization Creation & Switching | ✅ | ✅ | ✅ |
| Membership Management | ➖ | ✅ | ✅ |
| Memory Ingestion & Editing | ➖ | ✅ | ✅ (cross-org) |
| Memory Search | ✅ | ✅ | ✅ |
| Saved Prompts | View | Create/Edit/Delete | Create/Edit/Delete |
| Policies & Consents | Consent & View | View | View |
| CRM Announcements | Receive | Schedule within org | Cross-org schedule |
| User Role Changes | ➖ | Within org | Across domain |
| System Maintenance & Diagnostics | ➖ | ➖ | ➖ |
| Polls, Tasks, Reminders | Participate | Manage org items | Override restrictions |
✅ – permitted, ➖ – not permitted
Guidelines for Role Assignment
- Start as User: Every new participant begins with User privileges after joining an organization.
- Promotion to Admin: Grant when a member needs to manage organizational settings, users, or memories.
- Domain Owner Upgrade: Automatically occurs after successfully verifying domain ownership; not typically assigned manually.
- Super Admin: Reserved for Hana’s internal operations team; never assigned outside the core platform administrators.
Summary
The Hana system’s four roles—User, Admin, Domain Owner, and Super Admin—provide a clear escalation of capabilities:
- Users engage with Hana and manage their own data.
- Admins control their organization’s configuration and content.
- Domain Owners coordinate multiple organizations after domain verification.
Understanding these distinctions ensures that users receive the access they need while preserving security and governance across the platform.
Changing User Role
- A lower privilege user cannot assign himself or anyone else a higher privilege role, he/she can assign only a similar or lower privilege role
- For example, users cannot assign themselves admin or anyone else an admin
- An admin can assign others as admin or demote others as users
Deleting a User
- Deleting a user will remove his/her access tokens and all associated data from the Hana system
At the moment, it is not possible to delete your own data in an organization account. You can delete the entire organization or your account as an individual user here. We are aware of this limitation and creating a flow to allow deletion of own account as well anytime from a Hana organization account.
Inviting Users
- Simply click on "+ ADD MEMBERS" button in top right and a modal will open where you can invite new members to your organization
The invite will be sent via mail and will be active for 3 days. The invited user must accept the invite in that time. If this expires, you will need to reinvite them.
- Invited users are visible in the invited users tab:
