> For the complete documentation index, see [llms.txt](https://docs.maiagent.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.maiagent.ai/maiagent-user-guide/maiagent-user-guide-en/org/member.md).

# 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.

{% hint style="info" %}
**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.
{% endhint %}

***

## Member Type Descriptions

<table><thead><tr><th>Member Type</th><th width="215">Description</th><th>Permission Scope</th></tr></thead><tbody><tr><td>Owner</td><td>Defaults to the organization creator</td><td>Has full access to all resources<br>Can manage organization settings and role permissions</td></tr><tr><td>Regular Member</td><td>A member within a role</td><td>Has the permissions and resources of assigned roles, such as Q&#x26;A, conversation permissions, etc.</td></tr></tbody></table>

{% hint style="info" %}
**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)
  {% endhint %}

{% hint style="info" %}
For detailed role permission settings, see [Role Permission Management](/maiagent-user-guide/maiagent-user-guide-en/org/role-permission.md).
{% endhint %}

***

## Basic Operations

### Accessing the Member Management Interface

1. Log in to the MaiAgent platform
2. Click "<mark style="color:blue;">Organization Settings</mark>" from the left menu
3. Click "<mark style="color:blue;">Organization Overview</mark>"
4. Click the "<mark style="color:blue;">Edit Members</mark>" 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:

{% hint style="info" %}
**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**"
  {% endhint %}

{% hint style="success" %}
**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"
{% endhint %}

***

### 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 "<mark style="color:blue;">Edit Members</mark>"
2. Click "<mark style="color:blue;">Add Member</mark>"
3. Enter the user's email
4. After confirmation, the member is added to the organization

<div><figure><img src="https://1593648278-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fmzb5NG9GDzFP2YDKeYVl%2Fuploads%2Fgit-blob-9e19805e3dd65de9bfba2de6631c077d8dfd7a5f%2F%E6%88%AA%E5%9C%96%202025-04-25%20%E4%B8%AD%E5%8D%8812.32.15.png?alt=media" alt=""><figcaption></figcaption></figure> <figure><img src="https://1593648278-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fmzb5NG9GDzFP2YDKeYVl%2Fuploads%2Fgit-blob-47a5de5d14030136251bae2b50dc0a2623d25aaf%2F%E6%96%B0%E5%A2%9E%E7%B5%84%E7%B9%94%E6%88%90%E5%93%A1%20(1).png?alt=media" alt=""><figcaption><p>Edit Members page</p></figcaption></figure></div>

<figure><img src="https://1593648278-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fmzb5NG9GDzFP2YDKeYVl%2Fuploads%2Fgit-blob-78deea8dcf8a173ea6b79c703794b4f7b865aafa%2F%E6%88%AA%E5%9C%96%202025-04-25%20%E4%B8%AD%E5%8D%8812.33.16.png?alt=media" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
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.
{% endhint %}

***

### 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 "<mark style="color:blue;">Organization Settings</mark>" > "<mark style="color:blue;">Organization Overview</mark>"
2. Click the "<mark style="color:blue;">Invitation Status</mark>" tab
3. Click the "<mark style="color:blue;">Invite New Member</mark>" button in the upper right

<figure><img src="/files/2j4LHri84Zw0DQSc5LBE" alt=""><figcaption></figcaption></figure>

**Step 2: Configure invitation details**

1. Select the "<mark style="color:blue;">Invite via Email</mark>" 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

<figure><img src="/files/EKdBOFCdy6GhHKmBLDwe" alt=""><figcaption></figcaption></figure>

**Step 3: Enter invitee emails**

Enter the invitee's email address in the email field and click "<mark style="color:blue;">Add</mark>" to add them to the invitation list.

<figure><img src="/files/wOvsq2MdQTb6fUYpBnhZ" alt=""><figcaption></figcaption></figure>

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

<figure><img src="/files/deBC0pF11glJ5QIIu9UW" alt=""><figcaption></figcaption></figure>

**Step 4: Bulk enter multiple emails (optional)**

To invite multiple members at once, click "<mark style="color:blue;">Bulk Import</mark>" to switch to bulk input mode, where you can paste multiple emails (separated by commas, semicolons, or line breaks).

<figure><img src="/files/MUQnFLlXmcCugt95s7Jh" alt=""><figcaption></figcaption></figure>

**Step 5: Send invitations**

After confirming the invitation list is correct, click "<mark style="color:blue;">Send Invitation</mark>". The system will send invitation emails to all invitees.

<figure><img src="/files/jFRhLKhTrNqfS3EbDHUx" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
**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.
{% endhint %}

#### 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 **<no-reply@maiagent.ai>** 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 "<mark style="color:blue;">Register Now</mark>" button in the email.

<figure><img src="/files/Aai2DqyjeRDz4kXXCE4U" alt=""><figcaption><p>Invitation email example</p></figcaption></figure>

**Step 2: Fill in registration information**

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

<figure><img src="/files/oovEY9BDL0H6K32Or1dv" alt=""><figcaption><p>Registration page</p></figcaption></figure>

* **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 "<mark style="color:blue;">Register</mark>" 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.

***

### 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 "<mark style="color:blue;">Invite New Member</mark>" button
2. Select the "<mark style="color:blue;">Generate Invitation Link</mark>" 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 "<mark style="color:blue;">Generate Invitation Link</mark>"

<figure><img src="/files/PnbEQ0Bjl9f3y3FobV0F" alt=""><figcaption></figcaption></figure>

**Step 2: Copy and share the link**

After the link is generated, click "<mark style="color:blue;">Copy Link</mark>" to copy the invitation link to your clipboard. Share it with invitees via email, messaging apps, or internal announcements.

<figure><img src="/files/IHvoL2S9Pp22Tv3I9goR" alt=""><figcaption></figcaption></figure>

**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.

<figure><img src="/files/Vy2UTnTREef2OBeW6IgW" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
**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
  {% endhint %}

***

### Remove Member

Use the "<mark style="color:blue;">Delete</mark>" 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](/maiagent-user-guide/maiagent-user-guide-en/org/role-permission.md).

***

## Advanced Operations: Batch Member and Permission Management

{% hint style="info" %}
**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.
{% endhint %}

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 "<mark style="color:blue;">Batch Features</mark>" button in the upper right corner:

<figure><img src="/files/FR1K5ZImwEeFZNm0NxVG" alt=""><figcaption></figcaption></figure>

***

### Batch Add Members to Organization

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

<figure><img src="/files/Cj4rYR3pOj6DnMccsKgK" alt=""><figcaption></figcaption></figure>

**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 | <ming.wang@company.com>   |
| Xiao Hua Li    | <hua.li@company.com>      |
| David Zhang    | <david.zhang@company.com> |
|                | <john@company.com>        |

{% hint style="info" %}
**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
   {% endhint %}

{% hint style="warning" %}
**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)
  {% endhint %}

***

### Batch Add Role Members

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

<figure><img src="/files/7iFkEzDZ2O8MJF2IfN2t" alt=""><figcaption></figcaption></figure>

**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)  |

{% hint style="info" %}
**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](/maiagent-user-guide/maiagent-user-guide-en/org/role-permission.md) page to view each role's ID.
{% endhint %}

#### Example File Content

| Name           | Email(required)            | Group\_id(required)                  | Group\_name        |
| -------------- | -------------------------- | ------------------------------------ | ------------------ |
| Xiao Ming Wang | <ming.wang@company.com>    | 4e368ab4-c543-48a2-bbb8-f6f5a0bf6c61 | Product Department |
| Xiao Ming Wang | <ming.wang@company.com>    | 7a2b3c4d-e5f6-7890-abcd-ef1234567890 | AI Assistant Admin |
| Xiao Hua Li    | <hua.li@company.com>       | 4e368ab4-c543-48a2-bbb8-f6f5a0bf6c61 | Product Department |
| David Zhang    | <david.zhang@company.com>  | 8b9c0d1e-f2a3-4567-89ab-cdef01234567 | R\&D Department    |
| New Employee   | <new.employee@company.com> | 4e368ab4-c543-48a2-bbb8-f6f5a0bf6c61 | Product Department |

{% hint style="success" %}
**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)](/maiagent-user-guide/maiagent-user-guide-en/org/sso.md)):

**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](/maiagent-user-guide/maiagent-user-guide-en/org/role-permission.md))
* 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
  {% endhint %}

{% hint style="warning" %}
**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**
  {% endhint %}

***

## Further Reading

* For detailed role and permission settings, see [Role Permission Management](/maiagent-user-guide/maiagent-user-guide-en/org/role-permission.md)
* For EIP login automatic role sync mechanisms, see [Third-Party Login (SSO)](/maiagent-user-guide/maiagent-user-guide-en/org/sso.md)


---

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