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app.athenahq.ai/settings/users

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Purpose

The Users page is the central hub for managing who has access to a customer’s organization, websites, and groups. It allows administrators to invite new members, adjust their permission levels, transfer ownership, and organize users into specific scopes of access. For organizations on supporting subscription plans, this page also provides access to custom role management, letting admins define exact permission grids (e.g., granting someone the ability to edit content without viewing billing) and apply them to users.

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What’s on the page

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Search and Filters

  • Search bar: A free-text input that filters the roster by matching against names, email addresses, or the names of associated websites/groups.
  • Type: Filters rows by the scope of their access (Organization, Website, or Group).
  • Role: Filters by system roles or custom roles.
  • Status: Filters the roster down to users or invites that are Active, Pending, Delivered, Bounced, or Expired.
  • Website: Filters for members/invites associated with a specific website.
  • Group: Filters for members/invites associated with a specific group. (Only visible if the organization has access to the groups feature and at least one group exists).
  • Clear all filters: Removes all active search and dropdown filters.

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People table

The main roster displays everyone connected to the workspace, grouped into logical sections. Selecting checkboxes next to user avatars reveals a bulk-action toolbar.
  • Member: Displays the user’s avatar, full name, and email address.
  • Role: A dropdown to assign or view the user’s role (e.g., Admin, Viewer, or custom roles). For the organization owner, this displays an uneditable “Owner” badge with the tooltip: “Owner role cannot be changed directly”.
  • Access: Shows what the user can see. Examples include “All websites”, “Website only”, a stack of specific website logos, or “Group: [Name]”.
  • Joined: Displays the date the user joined the workspace (e.g., “May 12, 2025”). For pending invitations, this column instead shows a status badge (Pending, Delivered, Bounced, or Expired).
  • ⋯ (Row Actions): A kebab menu at the far right of each row containing contextual actions like viewing details or removing the user.

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Member details drawer

Clicking a user’s row or selecting “View details” from the action menu opens the Member details side panel. It shows:
  • Profile: Avatar, name (editable via a pencil icon), and email.
  • Role: The current role, with a dropdown for admins to change it.
  • Member since & Access: Join date and a summary of their access scope.
  • User ID: The user’s unique identifier, which can be copied by clicking it.
  • Market landscapes & Groups: Lists of specific landscapes or groups the user belongs to.
  • Recent activity: (Visible only to admins) An audit log of actions this user has recently taken in the platform.

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What you can do here

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General & Roster Actions

  • Sort columns: Click the headers for Member, Role, Access, or Joined to sort the table ascending or descending.
  • Change role inline: Click the role dropdown in any user’s row to instantly change their permissions.

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Action Menu (⋯) on Members

  • View details: Opens the “Member details” side panel.
  • Promote to owner: (Available only to the current owner). Opens a “Transfer ownership” confirmation dialog.
  • Restrict to specific websites: Opens the “Move to website member” dialog. This demotes an organization-wide member so they can only access websites you select.
  • Grant access to all websites: Opens the “Move to organization member” dialog. This promotes a website-restricted member to an organization-wide member.
  • Remove / Leave organization / Leave website: Removes the user from the workspace. (If you use this on your own row, the text changes to “Leave”).
  • Remove from group / Leave group: Removes a group-specific member from that group.

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Action Menu (⋯) on Invites

  • Revoke invite: Cancels an outgoing invitation before it can be accepted.

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Bulk Actions (Toolbar)

Appears when you select one or more checkboxes next to user avatars.
  • Bulk assign role: Applies a chosen role to every selected member at once.
  • Bulk remove: Removes all selected members and revokes all selected invites in a single action.

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Roles dialog

Opens a separate window to manage permission templates.
  • View system roles: Review the built-in system roles.
  • Create role: Opens a form to define a new custom role. (You can use the “Copy from” dropdown to start with an existing role’s permissions). This feature requires an Enterprise or Agency subscription plan.
  • Edit: Modify the permission grid for an existing custom role.
  • Delete: Remove a custom role. (Cannot be done if the role is currently assigned to anyone).

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Data shown

The page consolidates your workspace’s entire active roster. It includes current organization members, restricted website-only members, group-specific members, and people who have been sent an email invitation but haven’t accepted it yet.

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Common workflows

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Changing a user’s access scope

  1. Locate the user in the roster and click the ⋯ menu on the right.
  2. To give them access to everything, click Grant access to all websites.
  3. To limit their access, click Restrict to specific websites, select the websites they should keep, choose their role for those sites, and confirm.

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Transferring organization ownership

  1. As the current owner, locate the person you want to transfer ownership to.
  2. Click the ⋯ menu on their row and select Promote to owner.
  3. A confirmation dialog will warn you that you will lose owner privileges and become a standard admin. Click Transfer ownership to confirm.

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Creating a custom role

  1. Click the button to open the Roles dialog.
  2. Under the “Custom roles” section, click Create role.
  3. Enter a name for the role.
  4. Use the permission grid to toggle what the role can view and edit.
  5. Click Create role to save it. You can now select this role from any role dropdown.

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Empty, loading, and error states

  • Loading: While fetching the roster, a skeleton version of the table displays with shimmering bars representing names and roles.
  • Empty: If a search or filter yields no results, the table empties and displays “No results found.”
  • Error: Actions that fail (such as attempting to remove the last admin, or network failures) trigger a red error toast with a specific explanation at the bottom of the screen.
  • Linked from: The main navigation sidebar under Settings (Users).
  • Links to: Does not navigate away, but opens the Add User, Member details, and Roles dialogs over the current page.

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Common support questions

Why can’t I change my own role? As a safety measure to prevent accidentally locking yourself out of permissions, you cannot modify your own role from the dropdown. Another admin must change it for you. Why is the role dropdown grayed out for a specific user? You cannot change the role of the organization’s Owner, and you cannot demote the last remaining Admin in an organization. Why am I being asked to upgrade when I click “Create role”? Custom roles are a premium feature restricted to Enterprise and Agency subscription plans. If your organization is not on a supported plan, clicking this will prompt an upgrade dialog. Why can’t I edit the name of a custom role I created? Role names generate a permanent underlying ID when they are created, which ties them to users and invites across the system. Because of this, custom role names cannot be edited after creation. You can only edit their permissions.