Member Management

What Is a Member?

A Member is a user within an organization who gains corresponding permissions and resources by being assigned to different roles.

Simple explanation:

A member is like a "company employee." Each employee can join different departments (roles) and receive corresponding work permissions based on their department.

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Member Type Descriptions

Member Type	Description	Permission Scope
Owner	Defaults to the organization creator	Has full access to all resources Can manage organization settings and role permissions
Regular Member	A member within a role	Has the permissions and resources of assigned roles, such as Q&A, conversation permissions, etc.

Simple explanation:

• Owner = The company's general manager or system administrator who can manage everything

• Regular Member = A company employee with different permissions based on their department (role)

For detailed role permission settings, see Role Permission Management.

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Basic Operations

Accessing the Member Management Interface

1. Log in to the MaiAgent platform

2. Click "Organization Settings" from the left menu

3. Click "Organization Overview"

4. Click the "Edit Members" button to enter the member management page

How to Choose a Method for Adding Members

MaiAgent provides three ways to add members to an organization. Choose the most suitable method for your situation:

Quick Guide

• The person already has a MaiAgent account → Use "Add Member"

• The person does not have a MaiAgent account and you have a list → Use "Email Invitation"

• The person does not have a MaiAgent account and you want self-service registration → Use "Organization Invitation Link"

Scenario Examples: Onboarding 30 Employees at Once

Situation A: Employees do not have MaiAgent accounts, and you have a list → Use the "Email Invitation" bulk import feature to enter 30 emails at once

Situation B: Employees do not have MaiAgent accounts, and you want self-service registration → Use the "Organization Invitation Link" and share the link via announcements or group messages

Situation C: Some employees already have MaiAgent accounts → Already have accounts: Use "Add Member" to add directly → Do not have accounts: Use "Email Invitation" or "Organization Invitation Link"

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Add Member (Already Has a MaiAgent Account)

When the member you want to add already has a MaiAgent account, you can add them to the organization directly via email.

Steps:

1. On the member management page, click "Edit Members"

2. Click "Add Member"

3. Enter the user's email

4. After confirmation, the member is added to the organization

Edit Members page

The person must already have a MaiAgent account to use this feature. If they have not registered yet, use "Email Invitation" or "Organization Invitation Link" instead.

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Email Invitation (No Account, Have a List)

When the members you want to invite do not yet have a MaiAgent account and you already have their email list, you can send invitation emails through the Email Invitation feature.

Step 1: Access the invitation feature

1. From the left menu, click "Organization Settings" > "Organization Overview"

2. Click the "Invitation Status" tab

3. Click the "Invite New Member" button in the upper right

Step 2: Configure invitation details

1. Select the "Invite via Email" tab

2. Select roles (multiple selection allowed): Set the default roles for invitees after they join the organization

3. Set invitation expiration: Choose from 1 day, 3 days, 7 days, 14 days, 30 days, 90 days, or a custom date

Step 3: Enter invitee emails

Enter the invitee's email address in the email field and click "Add" to add them to the invitation list.

After adding, the email will appear in the "Added" list.

Step 4: Bulk enter multiple emails (optional)

To invite multiple members at once, click "Bulk Import" to switch to bulk input mode, where you can paste multiple emails (separated by commas, semicolons, or line breaks).

Step 5: Send invitations

After confirming the invitation list is correct, click "Send Invitation". The system will send invitation emails to all invitees.

Invitee Process

Invitees will receive an invitation email. After clicking the link in the email, they will be directed to the registration page. Once registration is complete, they will automatically join your organization and receive the specified role permissions.

Invitee Registration Guide

Below is the complete registration process for invitees after receiving an invitation email. You can share this section with invitees for reference.

Step 1: Open the invitation email

Go to your email inbox and find the invitation email sent by [e-mail] with the subject "You are invited to join MaiAgent." The email will show the name and contact email of the organization administrator who invited you. After confirming the information is correct, click the "Register Now" button in the email.

Invitation email example

Step 2: Fill in registration information

After clicking "Register Now," your browser will redirect to the MaiAgent registration page. Fill in the following information:

Registration page

• Full Name: Enter your full name

• Company Name: Enter your company's full name

• Company Email: Enter your company email (same as the one that received the invitation)

• Password: Set a login password (at least 8 characters recommended, including uppercase and lowercase letters + numbers + special characters)

• Confirm Password: Re-enter the same password to confirm

• Check "I have read and agree to the Privacy Policy and Terms of Service"

After completing the form, click the "Register" button at the bottom of the page to submit.

Step 3: Log in and join the organization

After successful registration, the system will automatically redirect to the login page. Log in using the company email and password you just registered with, and you will successfully join the organization and start using MaiAgent.

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Organization Invitation Link (No Account, Self-Registration)

When the members you want to invite do not yet have a MaiAgent account and you want to let everyone register on their own, you can generate an invitation link to share with invitees.

Step 1: Generate an invitation link

1. Click the "Invite New Member" button

2. Select the "Generate Invitation Link" tab

3. Select roles (multiple selection allowed): Set the default roles for users who register through this link

4. Set invitation expiration

5. (Optional) Enter a link description for easier identification and management

6. Click "Generate Invitation Link"

Step 2: Copy and share the link

After the link is generated, click "Copy Link" to copy the invitation link to your clipboard. Share it with invitees via email, messaging apps, or internal announcements.

Step 3: Invitees complete registration

Invitees click the link to access the MaiAgent registration page. After filling in basic information and completing registration, they automatically join your organization.

Important Notes

• Invitation links have an expiration date and cannot be used after they expire

• The same link can be used by multiple people to register

• You can manage created links (enable/disable) in the "Invitation Links" tab

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Remove Member

Use the "Delete" button to remove a member from the organization.

Assign Roles to Members

After members join the organization, you can assign different roles to each member, granting them corresponding permissions based on their role. For detailed settings, see Role Permission Management.

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Advanced Operations: Batch Member and Permission Management

When do you need batch operations?

When you need to add a large number of members at once (e.g., 50 new employees) or assign roles to multiple employees, batch features can save significant time.

MaiAgent provides powerful batch management features, suitable for scenarios requiring large-scale member additions or management. Through Excel file import, you can add multiple members and assign roles in one operation, greatly improving management efficiency.

Batch Feature Entry Point

On the member management page, click the "Batch Features" button in the upper right corner:

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Batch Add Members to Organization

This feature adds multiple members to the organization at once via an Excel file.

Steps:

1. Download template: Click "Download Template" to get the Excel template file

2. Edit template: Fill in member emails (required field) in the template

3. Upload file: Drag and drop or click to upload the edited file

4. Execute import: Click "Upload and Execute" to complete the batch addition

Excel File Format

Field Name	Required	Description
Name	Optional	Member display name; uses the email prefix if not provided
Email(required)	✅ Required	Member's email address

Example File Content

Name	Email(required)
Xiao Ming Wang	[e-mail]
Xiao Hua Li	[e-mail]
David Zhang	[e-mail]
	[e-mail]

Case Study

An enterprise needs to add 50 new employees to the MaiAgent organization:

1. The IT administrator exports the employee list (including names and emails) from the HR system

2. Formats the data into the Excel format described above

3. After uploading, the system will:

   • For employees with existing MaiAgent accounts: Add them directly to the organization

   • For employees without accounts: Automatically create accounts and add them to the organization

4. All new members automatically receive "Default Role" permissions

File Format Notes

• Only .xlsx format is supported

• File size limit: 10 MB

• Email is a required field

• Members already in the organization will be skipped (no duplicate additions)

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Batch Add Role Members

This feature batch-assigns roles to multiple members, enabling automatic permission distribution.

Steps:

1. Download template: Click "Download Upload Template" to get the Excel template

2. Download reference data (optional): Click "Download Current Member Role Assignments" to view existing configurations

3. Edit template:

   • Fill in member emails

   • Fill in the role IDs to assign

4. Upload file: Drag and drop or click to upload the edited file

5. Execute import: Click "Upload and Execute" to complete batch role assignment

Excel File Format

Field Name	Required	Description
Name	Optional	Member display name; uses the email prefix if not provided
Email(required)	✅ Required	Member's email address
Group_id(required)	✅ Required	Role ID to assign (UUID format)
Group_name	Optional	Role name (for reference only; the system uses Group_id)

How to get role IDs?

Click "Download Current Member Role Assignments" to export a reference file containing all role IDs, or go to the Role Permission Management page to view each role's ID.

Example File Content

Name	Email(required)	Group_id(required)	Group_name
Xiao Ming Wang	[e-mail]	4e368ab4-c543-48a2-bbb8-f6f5a0bf6c61	Product Department
Xiao Ming Wang	[e-mail]	7a2b3c4d-e5f6-7890-abcd-ef1234567890	AI Assistant Admin
Xiao Hua Li	[e-mail]	4e368ab4-c543-48a2-bbb8-f6f5a0bf6c61	Product Department
David Zhang	[e-mail]	8b9c0d1e-f2a3-4567-89ab-cdef01234567	R&D Department
New Employee	[e-mail]	4e368ab4-c543-48a2-bbb8-f6f5a0bf6c61	Product Department

Case Study: Batch Department Permission Setup

After completing Azure AD integration, an enterprise needs to assign different resource access permissions to 100 employees by department (for Azure AD setup, see Third-Party Login (SSO)):

Step 1: Prepare Roles

• Create department roles in MaiAgent: "Product Department," "R&D Department," "Sales Department"

• Configure the corresponding feature permissions for each role (see Role Permission Management)

• Assign accessible AI assistants, knowledge bases, and conversation platforms to each role

Step 2: Prepare Excel

• Export the employee list (with department information) from the HR system

• Map department names to corresponding role IDs

• The same employee can appear in multiple rows (e.g., Xiao Ming Wang belongs to both Product Department and AI Assistant Admin)

Step 3: Execute Import

• After uploading the Excel, the system will:

  • For members already in the organization: Assign roles directly

  • For emails not yet in the organization: Automatically invite and assign roles

  • Members immediately receive role-based permissions

Result

• 100 employees have their permissions configured in 5 minutes

• Each department's employees can only access AI assistants, knowledge bases, and conversation platforms relevant to their work

File Format Notes

• Only .xlsx format is supported

• File size limit: 10 MB

• Email and role ID are required fields

• The same email can appear in multiple rows (one person can have multiple roles)

• Emails not in the organization will have accounts automatically created and be invited to the organization

• The Default Role (DEFAULT) cannot be batch-assigned via Excel

• The Owner Role (OWNER) cannot be batch-assigned via Excel

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Further Reading

• For detailed role and permission settings, see Role Permission Management

• For EIP login automatic role sync mechanisms, see Third-Party Login (SSO)