Who can use Membership features?
Only users with the Organization Owner or Organization Admin role can invite users, change roles, and manage teams. Organization Users have standard end-user access and cannot modify Admin Console settings.
Managing user licenses in Admin Settings
The following steps will help you in managing the user licences -
1. Navigate to Databook
2. Click on the "Profile" icon on the top right corner, and then click on "Admin Settings"
3. This will navigate you to Admin Settings, which enables you to manage user license management
4. On the left-hand panel, click on "Config" then click on "Membership"
5. On the Admin Settings > Membership page, you will find two sections: Users and Teams, which you can use to manage user access and team configurations. This article solely focuses on the Users tab
Overview
The Membership section of the Databook Admin Console is where Organization Owners and Admins control who has access to their Databook organization, what role each person holds, and how users are organized into teams.
Access Membership from the left-hand navigation in the Admin Console. It contains two tabs:
Users — view, invite, and manage individual members and their roles
Teams — create and manage groups of users
The Users tab in Membership lists all current members of the organisation and provides tools to invite new users and manage roles.
Managing user roles in Admin Settings
Use the search filter to find users by either their name or email address.
User roles can be managed in Admin Settings > Membership by selecting the role dropdown next to a user and choosing the appropriate role. The available roles include:
Organization Owner – Full administrative access. Can invite and remove users, assign roles, create and manage teams, manage integrations, manage prompts and coaches, and configure organization settings.
Organization Admin – Same as Organization Owner, with the addition of access to organization-level conversation analytics.
Organization User – Standard end-user access. Can use Databook to research accounts and generate assets. Can view analytics and manage their own conversation history. Cannot access Admin Console settings.
Note: Changes take effect immediately.
Viewing Users
The Users table shows all members of the organization. Each row displays:
Name and email address
Role — an inline dropdown that can be changed directly from the table
Team(s) — the number of teams the user belongs to, linked to their team memberships
Status — active for users who have signed in, or pending for users with outstanding invitations
Use the search bar to filter users by name or email.
Note: The table is paginated (10 rows per page by default).
Inviting your team to access Databook
You can invite new users from the section below, enabling them with access to Databook by clicking + Invite in the top-right corner to open the invite modal.
Administrators can invite new users to join the organization through either email invitations or bulk CSV uploads.
Invite via email
To invite individual users, enter one or more email addresses in the Email field, separating multiple addresses with commas. Once entered, click Send Invites to send invitation emails to the specified users.
Invite via CSV
To invite multiple users at once, use the Upload CSV option.
Before uploading your file:
The first column must contain valid email addresses.
Do not include column headers in the CSV file.
Users who have already been invited will be automatically ignored.
If roles are included in the CSV, ensure that role names match exactly, as role names are case-sensitive.
You can click on "Download template" to ensure the file adheres to the required format.
Approved email domains
The Approved Email Domains section allows administrators to restrict invitations and self-service sign-ups to specific email domains i.e Administrators can View and remove existing approved domains or Add new domains.
For example, domains such as: "databookai.com", "databook.com", "ontic.co, " gmail.com" can be added to the approved list.
Only users with email addresses from these domains will be eligible to receive invitations or create accounts.
To add a new domain simply enter the domain name (for example,company.com) and click Add.Note: If no domains are added, sign-ups from any email domain will be allowed.