Skip to main content

Managing users and licenses

Users allows you to invite people, assign roles, and grant or revoke licenses for everyone in your organization, all from a single table.

📋 The Users Table​

Each row shows a User alongside their Role, Status, and their last 30 days of activity: Dictations, Words, and their current License state. Use the search field to find someone by name or email once your list grows.

If a member hasn't dictated anything yet, their activity columns show a dash rather than a zero, so you can tell "no data yet" apart from "genuinely inactive".

Click anywhere on a row and a drawer slides in with that person's own numbers: Dictations · 30 d., Words, Time saved, Tokens, plus Usage by app, Platform, Active hours, and their Recent sessions. For a member who was invited but has never signed in, the drawer says so instead of showing you empty charts.

✅ Inviting a New User​

  1. Click Invite user.
  2. Enter their Email address.
  3. Choose a Role: Member, Report manager, or Administrator.
  4. Click Send invitation.

💡 If the invitation email can't go out, for example because outbound mail isn't configured in your environment, the invite is still created. You'll see "Invitation created" with a note that no email was sent, and you can retry it with the send icon in that person's row.

Invited people sit at the Invited status until they sign in for the first time. You can revoke a pending invitation from the same row.

🔑 Changing Roles and Licenses​

Change anyone's Role straight from their row: click the role chip and pick a new one from the menu. The change applies immediately.

To free up a license, toggle the License switch off for that user. You'll be asked to confirm first, since revoking a license means they lose access to VoicePilot until you assign one again.

Pending invitations behave the same way, so you can resend or revoke one straight from its row without opening a dialog first.

⛑️ Need more help?​

Get further assistance with VoicePilot through our support chat widget within the app, or reach out to us at support@solutions2share.com