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User Management

Invite, manage, and remove users in your CosmosCost organization.

Overview

User Management Capabilities

User management in CosmosCost allows Admin users to invite team members, assign roles, and control access to cloud cost data. The number of users you can add depends on your subscription plan.

Inviting Users

How to Invite

  1. Log in as an Admin user
  2. Navigate to Settings → Users
  3. Click Invite User button
  4. Enter the user's email address
  5. Select their role (Admin or Member)
  6. Click Send Invitation

Invitation Process

  • 1.User receives invitation email with unique link
  • 2.Link expires after 7 days
  • 3.User clicks link to create account
  • 4.User sets password and completes profile
  • 5.User gains immediate access to organization

User Limits

Free: 1 user | Business: Up to 5 users | Business+: Unlimited users

Resending Invitations

If a user didn't receive the invitation or it expired:

  1. Go to Settings → Users
  2. Find the pending invitation
  3. Click Resend Invitation
  4. New email sent with fresh 7-day expiration

Managing Users

Viewing Users

The Users page shows:

  • Name: User's full name
  • Email: User's email address
  • Role: Admin or Member
  • Status: Active, Pending, or Inactive
  • Last Active: Last login timestamp
  • Actions: Edit, Remove, or Resend invitation

Changing User Roles

  1. Navigate to Settings → Users
  2. Find the user to modify
  3. Click the role dropdown
  4. Select new role (Admin or Member)
  5. Change takes effect immediately
  6. User may need to refresh their browser

Editing User Details

Update user information:

  1. Go to Settings → Users
  2. Click the edit icon next to the user
  3. Update name, email, or other details
  4. Click Save Changes

Deactivating Users

Temporarily suspend user access:

  1. Navigate to Settings → Users
  2. Click the user's menu
  3. Select Deactivate
  4. User loses access immediately
  5. User's data and configurations preserved
  6. Can be reactivated later

Removing Users

How to Remove

  1. Go to Settings → Users
  2. Find the user to remove
  3. Click the trash icon or menu
  4. Select Remove User
  5. Confirm removal
  6. User loses access immediately

What Happens When Removing

  • User's access revoked immediately
  • Active sessions terminated
  • Personal dashboards deleted
  • Shared configurations remain
  • User can be re-invited later

Cannot Remove Owner

The organization owner cannot be removed. Transfer ownership first if needed.

User Status

Active

User has accepted invitation and can access the organization.

Pending

Invitation sent but not yet accepted. Invitation expires after 7 days if not accepted.

Inactive

User deactivated by admin or hasn't logged in for 90+ days.

Bulk Operations

Bulk Invite (Business+ only)

  1. Navigate to Settings → Users
  2. Click Bulk Invite
  3. Upload CSV file with email addresses and roles
  4. Review preview
  5. Confirm bulk invitation
  6. All users receive invitations simultaneously

CSV Format

email,role,name
john@example.com,member,John Doe
jane@example.com,admin,Jane Smith
bob@example.com,member,Bob Johnson

User Permissions

For detailed information about what each role can do, see the User Roles & Permissions documentation.

Quick Reference

  • Admin: Full access to all features and settings
  • Member: View cost data, create personal dashboards, generate reports

Self-Service Features

Profile Management

All users can manage their own profile:

  • Update name and email
  • Change password
  • Set notification preferences
  • Configure two-factor authentication
  • Manage personal API keys (if enabled)

Leave Organization

Users can leave an organization:

  1. Click profile menu
  2. Select Settings
  3. Go to Organizations tab
  4. Click Leave Organization
  5. Confirm action
  6. Access revoked immediately

Security Best Practices

Onboarding

  • Verify user identity before inviting
  • Start new users as Members, promote when needed
  • Provide onboarding documentation
  • Set up user's first dashboard together

Access Management

  • Review user list monthly
  • Remove users who leave organization immediately
  • Deactivate users on extended leave
  • Limit Admin role to 2-3 trusted users

Monitoring

  • Track last active timestamps
  • Review audit logs for suspicious activity (Business+)
  • Monitor failed login attempts
  • Enable 2FA for all Admin users

Troubleshooting

User Can't Accept Invitation

Possible causes:

  • Invitation link expired (7 days)
  • Email in spam/junk folder
  • Typo in email address

Solutions:

  • Resend invitation from admin panel
  • Verify email address is correct
  • Check spam folder

Cannot Invite More Users

Cause: Plan user limit reached

Solutions:

  • Remove inactive users
  • Upgrade to higher plan
  • Review and optimize user list

User Not Seeing Organization

Solutions:

  • Verify invitation was accepted
  • Check user status is Active
  • Ask user to log out and back in
  • Verify user used correct email

Cannot Remove User

Possible reasons:

  • Trying to remove organization owner
  • You don't have Admin permissions

Advanced Features

SSO Integration (Business+)

Automate user provisioning via Single Sign-On:

  • Users auto-created on first login
  • Roles assigned based on SSO attributes
  • Centralized user management
  • Automatic deprovisioning

SCIM Provisioning (Business+)

Sync users from identity provider:

  • Automatic user creation/deletion
  • Real-time synchronization
  • Group-based role assignment
  • Audit trail of all changes

Custom Roles (Business+)

Create specialized roles:

  • Define granular permissions
  • Limit access to specific accounts
  • Read-only analyst roles
  • Department-specific access

Next Steps

Learn about User Roles & Permissions to understand access levels.

Need help managing users? Contact our support team for assistance.