--- title: Users & Permissions Overview description: "Master workspace user management: easily configure user roles, permissions, entity visibility, and group access control." --- [Skip to content](https://help.traact.com/permissions-overview#main-content) English Show submenu for translations ![Traact\_Logo\_Blue (1)-1](https://help.traact.com/hs-fs/hubfs/Traact_Logo_Blue%20(1)-1.png?width=151&height=28&name=Traact_Logo_Blue%20(1)-1.png) - [Traact Website](https://www.traact.com/) Open main navigation Close main navigation - [Traact Website](https://www.traact.com/) - English Show submenu for translations - [Contact us](mailto:ops@traact.com) [Contact us](mailto:ops@traact.com) Traact Help Center - There are no suggestions because the search field is empty. 1. [Traact Articles](https://help.traact.com/?hsLang=en) 2. [Getting started](https://help.traact.com/getting-started?hsLang=en) 3. [Access & Permission](https://help.traact.com/getting-started?hsLang=en#access-permission) # Users & Permissions Overview ## This guide explains how to use Users & Permissions Management. You can add, edit, and manage contacts while meeting official requirements. **Users** represent individuals granted access to the workspace or platform, with authorization levels determined by assigned roles. **Permissions** define user actions to **view, create, edit, or delete** features and information, ensuring access aligns with individual duties. --- ### **How to Add A User?** **Step 1**:Go to **User Management** from the left-hand menu. Click on Add User. **![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-17-5775-PM.png?width=670&height=356&name=undefined-Oct-07-2026-07-59-17-5775-PM.png)** **Step 2: Enter Basic User Information** **Enter the mandatory fields marked with an asterisk (\*):** - **First Name\*** - **Last Name\*** - **Contact Email\*** - **User Type\*** **You can also add an optional Note. Once all mandatory fields are completed, click Next to continue.** ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-20-3473-PM.png?width=670&height=601&name=undefined-Oct-07-2026-07-59-20-3473-PM.png) --- ### **Select the User Type** **Step 3:** Choose a **User Type**\* from the provided dropdown menu. Available user roles include: 1. **Admin**: Provides complete access throughout the workspace. 2. **Entity Admin**: Provides complete access throughout the workspace, restricted to designated entities. - *Read more [HERE](https://help.traact.com/user-management-entity-based-access-control?hsLang=en)* 3. **Member**: Provides module-specific access governed by assigned permissions. 4. **External**: Restricts access strictly to user-associated data. Once you have selected a role and filled out all required fields, select **Next** to proceed. Note: Access and permissions for each user role under “Member” after step 5. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-18-7845-PM.png?width=670&height=601&name=undefined-Oct-07-2026-07-59-18-7845-PM.png) --- ### **Review Admin Permissions and Create the User** ### **1. Admin** **Step 4**: Once **Admin** is chosen for the user type, select **Next** to evaluate **Visibility and Permissions**. Admins are granted **full access across the entire workspace**, covering all modules, entities, and workspace settings. After checking these permissions, finish setting up by clicking **Create User**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-21-1028-PM.png?width=670&height=600&name=undefined-Oct-07-2026-07-59-21-1028-PM.png) ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-23-1390-PM.png?width=670&height=280&name=undefined-Oct-07-2026-07-59-23-1390-PM.png) The newly created user is now listed under **Users** with the **Admin** role. The user’s name, email address, and assigned role are displayed in the user list. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-15-7535-PM.png?width=670&height=31&name=undefined-Oct-07-2026-07-59-15-7535-PM.png) ### **View User Details** **Step 5**: Select a user to open their **User Information**. You can then access the following tabs: - **User Information** – View the user’s basic details. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-18-0686-PM.png?width=415&height=449&name=undefined-Oct-07-2026-07-59-18-0686-PM.png) - **Visibility and Permissions** – Review the user’s access and permissions. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-22-1997-PM.png?width=457&height=455&name=undefined-Oct-07-2026-07-59-22-1997-PM.png) - **Groups** – The **Groups** tab shows whether the user belongs to any groups. **Create New Group**: Create a new group for the user. **Assign to a Group**: Add the user to an existing group. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-23-7353-PM.png?width=478&height=453&name=undefined-Oct-07-2026-07-59-23-7353-PM.png) ### **2. Entity Admin:** *Read more [HERE](https://help.traact.com/user-management-entity-based-access-control?hsLang=en)* As an **Admin**, you can edit the user's profile and change the user type accordingly. Select **Entity Admin** as the **User Type** when the user needs administrative access for **specific entities only**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-16-2989-PM.png?width=670&height=779&name=undefined-Oct-07-2026-07-59-16-2989-PM.png) Select **Entity visibility** and choose the specific **entity/entities** the user should have access to. This limits the user’s access to the selected entities. Then click **Save Changes** to apply the permissions. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-23-4040-PM.png?width=670&height=637&name=undefined-Oct-07-2026-07-59-23-4040-PM.png) Upon selecting your chosen entity or entities, they are displayed under the **Entities** area. Check this list to verify that all designated entities are included. To remove any item, click the **X** icon, then press **Save**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-22-8237-PM.png?width=670&height=628&name=undefined-Oct-07-2026-07-59-22-8237-PM.png) ### **3. Member** Choose **Member** for the **User Type** to grant **module-specific access governed by assigned permissions**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-16-7383-PM.png?width=670&height=823&name=undefined-Oct-07-2026-07-59-16-7383-PM.png) Choose Member, then under **Visibility and Permissions**, select the specific **entity/entities** designated for user access. After configuring entity selection, navigate to **Permissions** to define rights per module: - **Edit**: Grants full rights to review and update content. - **View**: Permits viewing data while preventing modifications. - **No Access**: Blocks entry to the module completely. - **Restricted Access**: Designated access type to artifacts where the user is associated. Once entities are chosen and module permissions are configured, click **Save Changes**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-22-4955-PM.png?width=479&height=650&name=undefined-Oct-07-2026-07-59-22-4955-PM.png) ### 4. External User Choose **External** when adding third-party individuals. This configuration restricts access strictly to user-associated data. Once selected, click **Save Changes**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-20-0196-PM.png?width=419&height=551&name=undefined-Oct-07-2026-07-59-20-0196-PM.png) Once an **External user** is selected, specify the necessary entity or entities in Entity Visibility. Next, define the access level for each module under Permissions: **View**, **Edit**, or **No Access**. Then select **Save Changes**. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-20-7644-PM.png?width=382&height=529&name=undefined-Oct-07-2026-07-59-20-7644-PM.png) --- ### **Groups** Each user may be added to an existing group or assigned to a new one. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-15-9708-PM.png?width=419&height=445&name=undefined-Oct-07-2026-07-59-15-9708-PM.png) ### **Adding a New Group:** **Step 1**: Select **Add a New Group**. Within **Basic Information**, enter the **Group Name**\*, such as Under the **Members** section, locate and assign the necessary user or contact. The designated contact will immediately be enrolled as a group participant. After verifying the configured members, press **Next** to advance to the **Permissions** configuration step. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-17-1089-PM.png?width=670&height=447&name=undefined-Oct-07-2026-07-59-17-1089-PM.png) **Step 2:** Configure Group Permissions: Each Module has its own settings; choose the dropdown beside each module that is View, Edit, or No Access. **If no Group permission is set, the group follows each user’s individual permissions. If both are set differently, the Higher permission is applied automatically.** Once done, click on Add Group. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-18-3615-PM.png?width=670&height=495&name=undefined-Oct-07-2026-07-59-18-3615-PM.png) ### **Assign to a Group:** Select the required group from the list. The group name and number of members are displayed. Click **Assign** to add the user to the selected group. If you do not want to assign the user, click Cancel. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-19-2465-PM.png?width=469&height=468&name=undefined-Oct-07-2026-07-59-19-2465-PM.png) The **Groups** tab displays all groups to which the user currently belongs. To remove a user from any listed group, select the three-dot menu icon and choose "**Remove**". ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-21-9268-PM.png?width=480&height=410&name=undefined-Oct-07-2026-07-59-21-9268-PM.png) --- ### **Create Contact from User Page** Contacts can be created directly from the User Information page. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-21-6527-PM.png?width=670&height=724&name=undefined-Oct-07-2026-07-59-21-6527-PM.png) After creating a contact, its information becomes accessible directly in the Contact Book page. You can navigate back to the User section at any time by selecting "**Go to users page**". Additionally, options to update or remove the contact are available within the three-dot action menu. **Note:** Deleting a contact removes only its contact details, leaving the associated user profile intact. Likewise, removing a user does not delete the corresponding contact details. ![](https://help.traact.com/hs-fs/hubfs/undefined-Oct-07-2026-07-59-19-5577-PM.png?width=670&height=377&name=undefined-Oct-07-2026-07-59-19-5577-PM.png) --- **Need Help?** If you have any questions or need assistance with a request, please contact your Customer Success Manager or reach out to the Traact Support team. - [Getting started](https://help.traact.com/getting-started?hsLang=en#main-content) - [Access & Permission](https://help.traact.com/getting-started?hsLang=en#access-permission) - [Integrations](https://help.traact.com/integrations?hsLang=en) - [Modules](https://help.traact.com/modules?hsLang=en#main-content) - [Board Management](https://help.traact.com/modules?hsLang=en#board-management) - [Contact Book](https://help.traact.com/modules?hsLang=en#contact-book) - [Contract Management](https://help.traact.com/modules?hsLang=en#contract-management) - [Entity Management](https://help.traact.com/modules?hsLang=en#entity-management) - [Home Page](https://help.traact.com/modules?hsLang=en#home-page) - [Invoice Management](https://help.traact.com/modules?hsLang=en#invoice-management) - [License Management](https://help.traact.com/modules?hsLang=en#license-management) - [Litigation Management](https://help.traact.com/modules?hsLang=en#litigation-management) - [Matter Management & Legal Request](https://help.traact.com/modules?hsLang=en#matter-management-legal-request) - [Task Management](https://help.traact.com/modules?hsLang=en#task-management) - [Tax Management](https://help.traact.com/modules?hsLang=en#tax-management) - [Services](https://help.traact.com/services?hsLang=en#main-content) - [How to](https://help.traact.com/services?hsLang=en#how-to) - [Pricing](https://help.traact.com/services?hsLang=en#pricing) - [Understanding Services](https://help.traact.com/services?hsLang=en#understanding-services) - [Troubleshooting & FAQs](https://help.traact.com/troubleshooting-faqs?hsLang=en) - [What's New](https://help.traact.com/whats-new?hsLang=en#main-content) - [2024](https://help.traact.com/whats-new?hsLang=en#2024) - [2025](https://help.traact.com/whats-new?hsLang=en#2025) - [2026](https://help.traact.com/whats-new?hsLang=en#2026) [![Traact\_Logo\_Blue (1)-1](https://help.traact.com/hs-fs/hubfs/Traact_Logo_Blue%20(1)-1.png?width=107&height=20&name=Traact_Logo_Blue%20(1)-1.png "Traact_Logo_Blue (1)-1")](https://www.traact.com/) Manage. 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