Quick Guide
To add a new user: Organization icon → Users & Permissions → Invitations tab → Add New User
To edit permissions: Organization icon → Users & Permissions → Existing Users → Click "…" → Edit user details
To deactivate a user: Organization icon → Users & Permissions → Existing Users → Toggle Active status
Adding Users to Kolleno
As your team grows, you'll need to add new users to the platform. Kolleno makes it easy to invite users and control their access.
Step-by-Step Instructions:
Click the organization icon in the top left corner of the screen
Select Users & Permissions from the dropdown menu
Navigate to the Invitations tab
Click Add New User
In the popup window, enter:
User's email address
Role (Admin, Member, or Viewer)
Portfolio assignment (if applicable)
Notes (optional)
Click Send Invitation
The user will receive an email invitation to access your Kolleno account.
Understanding User Roles
Kolleno has three user role levels:
Admin
Full access to all platform features
Can access Settings and Users & Permissions
Can manage all users and configurations
Automatic access to Reports and all features
Member
Access to core platform features including Collector Tasks
Restricted access to Settings and Users & Permissions
Additional features (Workflows, Bulk Communications, Templates, Reporting) must be granted individually
See individual permission articles for setup
Viewer
Read-only access to basic platform features
Can view Collector Tasks but cannot send or edit communications
Additional features must be enabled separately
Most restricted role level
For detailed information on each role, see Levels of User Permissions.
Feature-Specific Permissions
Beyond the base roles, you can grant specific feature access:
Editing Existing User Permissions
To change a user's role or permissions:
Click the organization icon → Users & Permissions
Go to the Existing Users tab
Locate the user you want to edit
Click the "…" menu next to the Active toggle
Select Edit user details
Update the role or permissions as needed
Save your changes
Deactivating Users
You cannot permanently delete users from Kolleno (this preserves communication history and audit trails), but you can deactivate them.
To deactivate a user:
Navigate to Users & Permissions → Existing Users
Find the user you want to deactivate
Toggle the Active switch to Inactive
Once inactive, the user will immediately lose all access to Kolleno and cannot view any company information.
To reactivate: Simply toggle the switch back to Active.
For more details, see Why is it not possible to delete a user?
Portfolio Assignments
Only Admin users can change portfolio assignments. Members can view portfolios but cannot edit or reassign them.
If you need to restrict users to only see specific customer portfolios, see How to restrict users to portfolios.
SSO Default Roles
If your organization uses Single Sign-On (SSO), new users are automatically assigned the Viewer role by default.
To change this default role to Member or Admin, contact Kolleno Support.
See Setting the Default Role for New Users via SSO for details.