Users & Roles

Manage who can access your organization and what they can do. This guide is for administrators: it covers the three roles, inviting members, and how members sign in and recover their accounts.

Prerequisites

• An Administrator or Super administrator account. The Organization and Platform sections only appear in Settings for administrators.

Roles

Gaard has three roles. Each role is a superset of the one below it.

Role	Label in the app	What it can do
user	User	Use the Classify workspace: submit video, review classifications, search, and give feedback.
admin	Administrator	Everything a user can do, plus manage members and edit Platform settings (thresholds, retention, classify, annotation, flows, integrations).
super	Super administrator	Everything an administrator can do, plus manage organizations across tenants.

New members are created with the User role by default. Only the Organization and Platform settings are gated behind the administrator roles: the Classify workspace itself is available to every member.

Note

The Super administrator role is reserved for Gaard platform operators who manage organizations across tenants. Its cross-organization tooling is outside the scope of these guides. When you assign roles as an administrator, you can grant User or Administrator.

Invite a member

Adding a member creates their account and optionally emails them a sign-in link.

1. Open Settings → Organization → Members.

2. Select Create user.

3. Fill in the member’s Email, Firstname, and Lastname. Image URL is optional.

4. Turn on Send invitation email to email the member a sign-in link. The link is valid for 7 days.

5. Select Save. The member is created with the User role and, if you enabled the invitation, receives their sign-in link by email.

Change a member’s role

1. Open Settings → Organization → Members.

2. Find the member in the list and open the row menu, then select Edit role.

3. Choose User or Administrator and select Save.

You can only assign a role at or below your own. Granting the Super administrator role requires an existing Super administrator.

How members sign in

From the sign-in screen, members have several options:

• Email and password: the standard sign-in form.
• Magic link: passwordless sign-in. The member enters their email and receives a one-time sign-in link that expires after 24 hours.
• Google: sign in with a Google account.

Invited members who received an invitation email use the link in that email for their first sign-in, then set a password if they want to sign in with one later.

Recover an account

If a member forgets their password:

1. On the sign-in screen, select Forgot password?

2. Enter the account email to request a reset link.

3. Open the reset link from the email and set a new password on the Set a new password screen.

As an alternative, a member can always sign in with a magic link without resetting their password.

Next steps

API Tokens Create credentials for programmatic access.

Platform Configuration Tune thresholds, retention, and classification.

Security & Data Isolation How tenants and access are isolated.