# User Management - CloudTask Pro

## Team Roles & Permissions

### Owner
- **Full Access**: Complete control over account
- **Billing**: Manage subscription and payments
- **Team**: Add/remove members, change roles
- **Settings**: Configure all account settings
- **Delete**: Can delete entire account
- **Limit**: One owner per account

### Admin
- **Project Management**: Create, edit, delete projects
- **Team Management**: Invite and remove members
- **Settings**: Configure project settings
- **Reports**: Access all analytics
- **Cannot**: Manage billing or delete account

### Member
- **Tasks**: Create, edit, assign tasks
- **Comments**: Participate in discussions
- **Files**: Upload and share files
- **Projects**: Access assigned projects
- **Cannot**: Manage team or billing

### Viewer
- **Read-Only**: View tasks and projects
- **Comments**: Can comment on tasks
- **Cannot**: Create or edit tasks
- **Use Case**: Clients, stakeholders, observers

### Guest
- **Limited Access**: Specific projects only
- **No Billing**: Doesn't count toward user limit
- **Temporary**: Can set expiration date
- **Use Case**: External contractors, clients

## Inviting Team Members

### How to Invite
1. Go to Settings > Team
2. Click "Invite Members"
3. Enter email addresses (comma-separated for multiple)
4. Select role
5. Choose projects to grant access
6. Click "Send Invitations"

### Invitation Process
- Email sent with invitation link
- Recipient creates account or logs in
- Automatically added to team
- Access granted immediately

### Bulk Invitations
- Upload CSV file with emails and roles
- Template available in Settings
- Up to 100 invitations at once
- Useful for large team onboarding

## Managing Team Members

### Changing Roles
1. Go to Settings > Team
2. Find team member
3. Click role dropdown
4. Select new role
5. Changes take effect immediately

### Removing Members
1. Go to Settings > Team
2. Find team member
3. Click "Remove"
4. Confirm removal
5. Member loses access immediately
6. Tasks remain assigned (can reassign)

### Deactivating Users
- Temporarily disable access
- Preserves all data and assignments
- Can reactivate anytime
- Useful for contractors or seasonal workers

## Project Access Control

### Project Privacy Settings
- **Public**: All team members can access
- **Private**: Only invited members can access
- **Team-Only**: Specific team access

### Granting Project Access
1. Open project
2. Go to Project Settings > Members
3. Click "Add Members"
4. Select team members
5. Choose permission level
6. Click "Add"

### Project Permissions
- **Can Edit**: Full access to tasks and settings
- **Can Comment**: View and comment only
- **Can View**: Read-only access

## Guest Access

### Inviting Guests
1. Go to project
2. Click "Invite Guest"
3. Enter email address
4. Select projects to share
5. Set expiration date (optional)
6. Click "Send Invitation"

### Guest Limitations
- Access only to shared projects
- Cannot see team members
- Cannot access settings
- Cannot invite others
- Doesn't count toward user limit

### Managing Guests
- View all guests in Settings > Guests
- Extend or revoke access anytime
- Set automatic expiration
- Track guest activity

## Single Sign-On (SSO)

### Supported Providers
- Google Workspace
- Microsoft Azure AD
- Okta
- OneLogin
- Custom SAML 2.0

### Setting Up SSO
1. Go to Settings > Security > SSO
2. Select provider
3. Enter configuration details
4. Test connection
5. Enable for team
6. Users log in with SSO

### SSO Benefits
- Centralized user management
- Enhanced security
- Simplified onboarding/offboarding
- Compliance requirements

## User Activity & Audit Logs

### Activity Tracking
- View user activity in Settings > Activity
- See login history
- Track task changes
- Monitor file access
- Export activity logs

### Audit Logs (Pro & Enterprise)
- Detailed action logs
- User, timestamp, and action
- IP address tracking
- Compliance reporting
- Retention: 1 year (Pro), unlimited (Enterprise)

## Security Settings

### Two-Factor Authentication (2FA)
- Require 2FA for all users
- Support for authenticator apps
- SMS backup codes
- Enforce at account level

### Password Policies
- Minimum password length
- Require special characters
- Password expiration
- Prevent password reuse

### Session Management
- Set session timeout
- Force logout on all devices
- Monitor active sessions
- Revoke sessions remotely

## Onboarding New Team Members

### Best Practices
1. **Welcome Email**: Send introduction and resources
2. **Assign Buddy**: Pair with experienced team member
3. **Training**: Provide access to tutorials
4. **Start Small**: Assign simple tasks first
5. **Check In**: Regular follow-ups

### Onboarding Checklist
- [ ] Send invitation
- [ ] Assign to relevant projects
- [ ] Set up profile
- [ ] Complete training
- [ ] Assign first task
- [ ] Schedule check-in

## Offboarding Team Members

### Checklist
1. **Reassign Tasks**: Transfer open tasks
2. **Transfer Ownership**: Move owned projects
3. **Export Data**: Save important information
4. **Remove Access**: Deactivate account
5. **Update Team**: Notify remaining members

### Data Retention
- User data retained for 30 days
- Can restore if needed
- Permanent deletion after 30 days
- Export data before removal

## Team Analytics

### User Metrics
- Tasks completed per user
- Average completion time
- Workload distribution
- Activity levels
- Collaboration patterns

### Team Performance
- Overall productivity trends
- Project completion rates
- Response times
- Team capacity

## Frequently Asked Questions

### How many users can I have?
Depends on your plan. Free: 5, Starter: 10, Pro: Unlimited

### Can I have multiple owners?
No, only one owner per account. Owners can transfer ownership to another admin.

### What happens to tasks when I remove a user?
Tasks remain assigned to the removed user. You can reassign them to active team members.

### Can guests see other team members?
No, guests only see the projects they're invited to and cannot see the full team.

### How do I transfer ownership?
Current owner goes to Settings > Account > Transfer Ownership and selects new owner.

### Can I set different permissions for different projects?
Yes! Each project has its own access control settings.

### Do deactivated users count toward my user limit?
No, only active users count toward your limit.

### Can I reactivate a removed user?
Yes, invite them again and their previous data will be restored if within 30 days.

## Contact Support

- **Email**: support@cloudtask.com
- **Live Chat**: Available in-app
- **Help Center**: cloudtask.com/help
- **Response Time**: Within 24 hours
