Edit users and roles
Edit users is where an admin adds people, and sets admin, Train access, agent access and tags. It is an item in the main menu, not a tab inside Settings.
Checked against the app on
Find Edit users
Open Edit users from the menu on the left. It sits with Chat, Train and Settings, and it is not one of the Settings tabs. The page title is Edit users, and the line under it reads Manage user access and permissions. Only an admin sees the menu item. Anyone else who opens the address is sent to Chat.
Manage user access and permissions
Add new employee| Employee ID | Employee name | User type | Tag | Messages sent | |
|---|---|---|---|---|---|
| 1184 | SPSarah PriceOffice manager | Admin4 | Office | 208 | |
| 1202 | DHDylan HughesEngineer | User | Call-outEngineersHVAC | 141 | |
| 1210 | PSPriya ShahService manager | User | Office | 64 | View Edit Delete |
- 1Edit users in the main menu. Settings is a separate item underneath.
- 2How many people you have, against the number your plan allows.
- 3Search users... matches a first name, last name, email address or position.
- 4User type: Admin in blue, User in green, or Super-Admin in green when that role exists.
- 5The row menu: View, Edit and Delete. Clicking the row itself opens the same view as View.
The card is headed Registered users, with a count such as 6 / 20 users. The first number is how many people are in the organisation. The second is the limit on your plan, including any extra users you have added. Search waits a moment after you type, then filters the list. It does not search tags. The list is newest first, thirty people at a time, and more load as you scroll.
Each row shows an Employee ID, which is the number Centrus uses for that person, then their name and position, their User type, their tags in alphabetical order, and Messages sent. A row with no tags says No tags. The number under Messages sent is how many messages that person has sent, not how many chats they have. On a phone the same number is labelled as chats, which is covered under Edit users on a phone.
Add a person
Add new employee opens a window of the same name. It has two steps, shown as two bars along the top. You can click either bar to jump, but Next will not leave the first step until the required boxes are valid and the password meets the three rules.
- 1Click Add new employee.
- 2Under General information, optionally add a photo, then fill in First Name, Last name and Position.
- 3Under Contact information, add Phone if they will use WhatsApp, then Email, Password, Confirm Password and, if you want it, Address.
- 4Click Next. Set Admin, Train access, Agent access and tags, then click Save.
Add new employee
You can upload JPG, JPEG, PNG files with max size of 5MB
- 1The two steps. The filled bar is the step you are on.
- 2The photo is optional. Use a JPG, JPEG or PNG file of 5MB or less.
- 3First Name, Last name and Position are required. The error on an empty name box says Name is required.
Phone is optional on this step. A UK mobile is ten digits starting with 7, with no leading 0. Anything else has to be a valid mobile number, or the box says Invalid phone number. The number is how Centrus recognises the person on WhatsApp, so use the mobile they will message from. See Message Centrus on WhatsApp. The same number cannot already be on another account, in this organisation or any other. If it is, saving stops with Phone number already used by another account.
The password rules appear under the box only while Password or Confirm Password is selected. Next stays off until all three are met, and until the two boxes match. If they do not, Confirm Password says Passwords don't match.
At least 8 characters
At least one number
At least one special character
2- 1The third bar stays grey until the password also has a special character.
- 2At least one special character is still unmet, so Next stays off.
Email is required, and it cannot be changed later from this page. Address is optional. When you click Save on the second step, a notice reads Employee created! If you also chose teams and those were added, it reads Employee created and added to teams! While it works, the button reads Creating... or Assigning to teams....
Centrus then emails the person. The message is headed Welcome to Centrus and contains their name, their email address, the password you typed, and a link to sign in. If that email cannot be sent, the person is still created and you still see Employee created! There is no separate warning. Give them the password yourself if they do not receive it. People added from a spreadsheet are not sent this email at all.
The password is included in that welcome email in plain text. Treat the inbox as part of handing the account over, and ask the person to change the password after they sign in. Password changes are on their own Account tab. See Profile and sign-in.
Add people from a spreadsheet
The arrow on Add new employee opens three actions: Download CSV template, Upload CSV and Export current users. Use the template when you are adding more than one person. A notice reads CSV template downloaded, and the file name includes the date.
- 1Add new employee opens the window for one person.
- 2Download CSV template saves a spreadsheet with the column headings and one example row. Upload CSV opens Bulk Import Users. Export current users downloads the people already on the list.
The template has one heading row and one example row for you to replace. Required columns are email, password, firstName, lastName, position, isAdmin and trainAccess. Optional columns are phone, address, whatsappAutoRestartHours, tags, defaultTag and teams. There is no column for agent access, so everyone in the file gets agent access switched on.
- 1Required columns. isAdmin and trainAccess are TRUE or FALSE. The words yes and 1 also count as true.
- 2tags is a list separated by semicolons. A name that does not exist yet is created.
- 3teams is the team name, a colon, then team_member or team_leader. The team must already exist.
Upload CSV opens Bulk Import Users. The instructions tell you to download the template, fill it in from the example row, and upload it. They also show Available user slots, how many places are left out of the limit. Only a CSV file is accepted. The drop area reads Click or drag CSV file to this area and Only CSV files are supported.
Bulk Import Users
Instructions
- Download the CSV template first
- Fill in user details following the example row
- Upload the completed CSV file
- Available user slots: 14 of 20
Ready to Import
3 user(s) parsed successfully from CSV
Click or drag CSV file to this area
Only CSV files are supported
meridian-engineers.csv
- 1Available user slots: places left on the plan. A file with more people than this is refused before anyone is created.
- 2Ready to Import means the file was read and is within the limit.
- 3Import 3 User(s). The button stays off until the file has been read without an error. While it runs, the label is Importing....
If the file has more people than you have places for, the window shows an error and imports nobody. It reads Cannot import followed by the number of people, then how many slots are left, and asks you to upgrade your plan or reduce the number of users in the CSV. An empty file says CSV file contains no user data. A file with only a heading says CSV file must contain at least a header row and one data row.
Each row is checked on its own. A bad row does not undo the rows that succeeded. When every row works, a notice titled Import Successful says Successfully created and the number of people. When some fail, a window titled Import Completed with Errors says how many were created and how many failed, and lists Row, Email and Error. Passwords follow the same three rules as the single-person form. These are the row errors:
- Email already exists in organisation, or Duplicate email in CSV.
- Invalid email format.
- Password must be at least 8 characters, Password must contain at least one number, or Password must contain at least one special character.
- Phone number already used by another account. If the phone has no leading +, Centrus adds one.
- Team followed by the name does not exist. Create the team first. See Teams.
A tag name that is not already in the organisation is created as part of the import. defaultTag is used only when it matches one of the names in tags on that row. whatsappAutoRestartHours is a number of hours, or left blank. The same control is on the single-person form, described under Train access and agent access. Imported people are not emailed their password. Export current users downloads the people you already have, without passwords and without teams. If the list is empty it says No users to export. If the download fails it says Failed to export users. A successful export says Exported and the number of people.
What each role allows
There is no role list to pick from. User type on the table is a badge, and the only switch that changes it is Admin. A person is a User until you turn Admin on. Train access and Agent access sit on top of that, and they are covered in their own section. Admins always have both, whatever those switches say.
| Admin | User | |
|---|---|---|
| Chat, Integrations, Help Centre, and their own Account settings | Yes | Yes |
| Edit users, the Dashboard, and the admin Settings tabs (Billing, Branding, AI Model, Teams, Reports, Organisation) | Yes | No |
| Train, and the Tags and Lessons tabs in Settings | Yes | Only with Train access |
| Agents, including opening the builder and creating agents | Yes | Only with Agent access, which starts on |
| Every file on the main Files list in Train | Yes | Only files that carry one of their tags, plus untagged files they uploaded themselves |
What the Admin switch changes. Train access and Agent access are the two extra switches for a user.
The first person on a new organisation is an admin. The organisation owner shows a green Super-Admin badge, and this page cannot give that badge to anyone else. On Employee details the owner is shown as Admin: No. Leave the Admin switch off on the owner's row: turning it on and clicking Save Changes changes their badge to Admin, and it cannot be set back to Super-Admin here.
On your own row the Admin switch is locked, so you cannot remove your own admin access. Another admin can. A user does not see Edit users, and Centrus refuses the save if someone who is not an admin tries to create, change or delete a person.
Change a person's details
Click a row, or choose View, to open Employee details. It shows the photo, name, position, phone, email, address, whether they are an admin, Train access, agent access, their tags, the default tag, and their teams. Empty phone, position or address shows as a hyphen. The default tag shows the tag, or Not set. Edit employee at the bottom opens the edit window. Edit on the row menu opens that window directly.
Employee details
Dylan Hughes
Engineer
+447700900456
dylan.hughes@meridianfm.co.uk
14 Station Hill, Reading
Admin: No
Train access: Yes
Agent access: Yes
Default tag: Engineers
3Engineers
8 members
- 1Contact details. Email is shown here and cannot be edited.
- 2Admin, Train access and Agent access, as Yes or No. A Super-Admin is shown as Admin: No.
- 3Default tag, or Not set.
- 4Edit employee opens the form.
The edit window is titled Edit employee. General information has the photo, with Upload new and Remove, then First name, Last name and Position. Contact information has Phone, with +44 fixed in front of the box, and Address. There is no email box. The phone box keeps ten digits. If you paste a number that starts with 0 or 44, Centrus strips that before it saves, and stores the number with +44 in front.
Edit employee
- 1Upload new replaces the photo. Remove clears it. JPG, JPEG or PNG.
- 2First name, Last name and Position. An empty name says Name is required. An empty position says Position is required.
- 3Phone, with +44 fixed. This is the number WhatsApp matches.
Further down, Employee information holds the switches, and Team memberships lists the teams this person is on. A team shows its name, how many members it has, and a Team Leader or Member badge. The small list on the row sets Member or Leader, and the bin asks Remove from team before it takes them off. Add to team is a Select team list, a role, and Add. The list includes New Team, which opens Teams. If they are already on every team, the line reads User is already a member of all available teams, with Create New Team. If the organisation has no teams, it reads No teams available.
Engineers
8 members
Add to team
- 1The team, and whether they are a Team Leader or a Member.
- 2Change Leader or Member here. It saves immediately, without Save Changes.
- 3Add to team. Pick the team, leave Member or choose Leader, then click Add.
Discard Changes closes the window without saving the name, phone, tags or switches. Save Changes keeps them, and a notice reads Employee updated! If you are editing yourself, Centrus reloads your own menu so a change to your tags or access shows straight away. The team controls above save on their own, as soon as you change them.
Tags and the default tag
Tags decide which files a person's chats can use, and which files they see in Train if they are not an admin. What a tag means in chat is covered in Choose what a chat can see, and how tags are created is covered in Control who sees what with tags. This page is where you put tags on a person.
- 1The person's tags. The cross removes one when you save.
- 2Add Tag adds one. Add Multiple Tags opens the tick list. Add All Tags adds every tag in the organisation.
- 3Apply (1) adds the ticked tags. Search tags... filters the list.
- 4Default tag, chosen only from the tags already on the person. Select a default tag is the empty prompt.
Add Multiple Tags has Search tags..., a tick box beside each tag they do not already have, Cancel and Apply with the number ticked. The same block is on the second step of Add new employee, under the heading Data access tag. You can save a person with no tags. The form has a line A tag is required, but it never appears, and Save is not blocked. A person with no tags cannot start a chat until an admin gives them one.
Default tag is the tag Centrus fills in when that person clicks Start new chat. It has to be one of the tags on them, and it has to be a tag the new-chat list can offer. If you take that tag off the person, Centrus clears the default when you save. Clearing the box yourself leaves Not set, and new chats start with nothing selected.
Train access and agent access
On a new person these switches are on the second step, which is still headed Contact information. On Edit employee they sit under Employee information. They work the same way in both places.
- 1Admin. On for an admin, and locked when you are editing yourself.
- 2Train access. Off for a new user until you turn it on. An admin always has Train, and the switch is held on while Admin is on.
- 3Agent access. On for a new user. The note says admins always have it. The switch is locked while Admin is on.
- 4WhatsApp Auto-Restart, with the wait before a quiet WhatsApp chat starts again. The note reads Automatically restart WhatsApp chat after a period of inactivity.
- Train access lets a user open Train, and the Tags and Lessons tabs in Settings. Admins already have those. The switch starts off for a new user. On the add form, turning Admin on forces Train access on when you save.
- Agent access lets a user open Agents, the builder, and creating agents. It starts on. Turn it off to hide Agents from that user. Admins keep Agents either way. The information icon says: Controls whether this user can see the Agents page, open the builder, and create agents. On by default; admins always have it regardless of this toggle.
- WhatsApp Auto-Restart starts a fresh WhatsApp chat after the person has been quiet for the time you pick: 1 hour, 2 hours, 4 hours, 8 hours, 12 hours, 24 hours, 48 hours or 1 week. The switch starts off. Leave it off unless you want that person's WhatsApp chats to reset on their own. See Message Centrus on WhatsApp.
A user with Train access still only sees the files their tags allow, and their chats still only use those tags. Being allowed into Train does not give them every document. Admins see every file on the main Files list, but an admin's own chats are still limited to the tags on their user, the same as everyone else. Use Add All Tags on an admin who should be able to ask about everything.
Remove a person
There is no switch to disable an account and keep it. Delete on the row menu opens Delete Employee. The window does not say who you are deleting, so check the row before you confirm. The text reads Are you sure you want to delete employee? This action cannot be undone. Cancel closes it. Delete removes the account.
Delete Employee
Are you sure you want to delete employee? This action cannot be undone.
1- 1The warning. The person's name is not shown.
- 2Delete removes the account. A notice then reads Employee deleted!
When it succeeds, a notice reads Employee deleted! The person can no longer sign in, and they stop counting towards the user limit. This step does not offer to hand their chats to someone else, and it does not delete files in Train. If the account cannot be removed, the notice is titled Error and the person stays on the list. Before you delete your own account or a Super-Admin, make sure another admin is in place.
When you reach the user limit
The count beside Registered users is people in the organisation, against the limit. The limit is the number on your plan. If a higher custom limit has been set, that higher number is used. Extra users bought as an add-on are added on top. On the public plans, Small Team is up to 5 users and Large Team is up to 20. Enterprise is agreed separately. See Plan and usage for how the count is shown on Billing, and Add-ons for extra users.
Error
You've reached your users limit
- 1The count at the limit. Add new employee still opens.
- 2The notice when Save is refused. The title is Error and the text is You've reached your users limit.
Centrus checks the count when you save a new person, and again when you import a spreadsheet. The form itself does not warn you before Save. At the limit, Save fails and the notice above appears. Nothing is created. A spreadsheet that would go past the limit is refused as a whole, with the slots message in Bulk Import Users, and nobody in that file is created. Removing someone with Delete frees a place as soon as you see Employee deleted!
Edit users on a phone
On a narrow screen the table is replaced by a card for each person. The card shows the photo, name, position (or No position), the user type badge, the tags, and a line such as 141 chats. That number is the same Messages sent count as on the desktop table. The wording on the card says chats. Tap the card to open Employee details. The menu on the card has Delete only. Edit is the button inside the details window.
Centrus
Edit users
Manage user access and permissions
Registered users
6 / 20 usersDylan Hughes
Engineer
141 chats
3Priya Shah
Service manager
64 chats
- 1Tap the card for Employee details, then Edit employee.
- 2The menu on a phone has Delete only.
- 3The same message count as Messages sent on the desktop table, labelled here as chats.
Add new employee stays at the top of the page, and the same windows open. They are narrow, so the form scrolls. Search and the 6 / 20 users count are both there.
Messages you might see
These are the messages the page shows when something needs a decision. The notice title is in the first column when the page gives it one.
| Message | When you see it | What to do |
|---|---|---|
| Email already taken | The email matches someone already loaded on the page | Edit that person, or use a different address. Next stays off |
| Email already exists | You saved an address that is already a person here | Same as above. The notice title is Email already exists |
| You've reached your users limit | Saving one new person would go past the plan | Delete someone who has left, or add users on Billing. The title is Error |
| Cannot import, then how many user slot(s) remaining | The spreadsheet has more people than you have places for | Shorten the file, or raise the limit. Nobody in that file is created |
| Phone number already used by another account | That mobile is already on an account | Use the number they will actually message from, if it is free |
| Passwords don't match | The two password boxes differ | Retype them. Next does not continue |
| Invalid phone number | The add form did not accept the phone | For a UK mobile, use ten digits starting with 7, with no leading 0 |
| Name is required or Position is required | A required box is empty | First name, last name and position are all required. Both name boxes say Name is required |
| Employee created! | The person was added | They are emailed their password. If the email does not arrive, tell them yourself |
| User created but team assignments failed | The person exists, but the teams you picked were not applied | Open Edit employee and add the teams under Team memberships |
| Import Completed with Errors | Some spreadsheet rows were created and some were not | Read the Row, Email and Error list. Successful rows are already people |
| Email already exists in organisation or Duplicate email in CSV | That row repeats an address | Keep one row |
| Team … does not exist | The team name in the file is not a team you have | Create it under Teams, or correct the spelling |
| Employee deleted! | The account was removed | They cannot sign in, and the seat is free |
| No users to export | Export was clicked and the list was empty | Nothing is downloaded |
Who can do what
Edit users is an admin page. A Super-Admin, where that badge exists, is treated as an admin for everything in this table. A user is not.
| Action | Admin | User |
|---|---|---|
| See Edit users in the menu | Yes | No |
| Open the page by its address | Yes | Sent to Chat |
| Add a person, import a spreadsheet, export the list | Yes | No |
| View, edit, change tags, change switches | Yes | No |
| Turn Admin off on their own row | No. The switch is locked | They cannot open the page |
| Delete a person | Yes, after one confirmation | No |
| Open Train | Yes | Only with Train access |
| Open Agents | Yes | Yes, unless Agent access is off |
Tags on a person are what their chats can search. After you click Save Changes, they see the new tags the next time they start a chat, without signing out. How to choose those tags is in Choose what a chat can see.