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Sanitized AI Help Center

Add and manage people

Admins manage people on the Users page of the dashboard at app.sanitized.ai.

How accounts work

Every person has one of three statuses:

  • Active: they can sign in. Active Members and Admins each use a seat.
  • Not activated: you added them, but they can’t sign in yet and don’t get any email. They don’t use a seat.
  • Disabled: they can’t sign in. They don’t use a seat, and their history stays in your reports.

When you activate someone, Sanitized AI sends them a welcome email. The email has no sign-in link and no password. It explains, step by step, how to get started with their access level: a Member installs the extension and signs in, a Dashboard only account signs in to the dashboard, and an Admin does both. For what each level can do, see Roles and access levels.

Add one person

  1. On the Users page, click Add User.
  2. Enter the person’s Name, Email, and Department.
  3. Choose an Access level: Member, Dashboard only, or Admin.
  4. Optional: in Reports to, choose their manager.
  5. Optional: choose their Preferred language, English or Français (Canada). Their emails and dashboard use this language.
  6. Leave Activate now selected to send the welcome email right away, or clear it to activate them later.
  7. Click Add User.

The person appears in the table. If you activated them, a message confirms that the welcome email was sent.

Add many people from a spreadsheet

  1. On the Users page, click Import Users.
  2. Optional: click Download Template to get a spreadsheet in the right format.
  3. Fill in one row per person with three columns: name, email, and department. All three are required.
  4. Click Browse File and choose your .xlsx or .csv file. Only the first sheet is read.
  5. Click Preview. Rows with a missing value or an invalid email are marked to be skipped.
  6. Choose whether to Activate everyone now.
  7. Click Import number Users. When the import finishes, a summary shows who was imported and who was skipped.

Everyone you import joins as a Member. To change access levels, managers, or languages afterwards, select the people in the table and use the bulk actions described in Change several people at once.

The spreadsheet has no language column, so imported people get English emails. To send French welcome emails, clear Activate everyone now, set Language for those people with the bulk actions, and then activate them.

A file can have up to 1,000 rows. For a larger organization, split the list into several files.

Activate people

  • One person: in their row, open the Actions menu and click Activate.
  • Several people: select them in the table, and then click Activate (number).

Each person gets their welcome email and can sign in right away.

See who’s using Sanitized AI

Four cards at the top of the Users page show how your rollout is going:

  • Extension installed: the share of people with a seat whose browser extension has reported in. Older versions of the extension don’t report, so this can count low.
  • Active accounts: the share of accounts that are active, with how many are waiting to be activated and how many are disabled.
  • In use: the share of active people who used Sanitized AI in the last 14 days.
  • Need a nudge: how many people never used it, and how many haven’t used it in 14 days.

In the table:

  • Extension shows Installed with the version, or Not detected. Hover over it to see when it last reported. Managers see the same column on My Team.
  • Usage shows In use, Never used, or Not used in 14 days. For Members and Admins, only the extension counts: signing in to the dashboard doesn’t. For Dashboard only accounts, the dashboard counts. People who aren’t activated, or are disabled, have no usage status.

The Active Users figure on the Overview page’s AI Usage card uses the same 14-day rule, whatever time range you pick.

Remind people to start

For someone who never set up Sanitized AI, or who stopped using it, send a reminder email that walks them through getting it running.

  1. Click Send reminder in the person’s row, or select several people and click Email reminder.
  2. In Email a reminder, check who gets it. People who already use Sanitized AI, can’t sign in, or were reminded recently are skipped, with the reason.
  3. Choose Send once, or Remind weekly until they start using it.
  4. Click Send to number people.

Each email is in the person’s preferred language and has no sign-in link. A person gets at most 3 reminders, at least 3 days apart, until they start using Sanitized AI. Weekly reminders stop on their own once they do. To stop them sooner, click Stop weekly reminders.

Change the reminder text

Every reminder starts from a built-in email that matches your sign-in methods and how the extension is installed. To use your own words:

  1. On the Users page, click Reminder emails. You can also click Edit this email in the Email a reminder dialog.
  2. Pick the email to change: Who it goes to (Members, Admins, or Dashboard only accounts), When (Never set it up or Stopped using it), and the Language.
  3. Edit the Subject and the Email. Click Insert: to add the person’s name, their work email, or your organization’s name. A blank line starts a new paragraph, and you can use **bold** and [link text](https://example.com).
  4. Optional: click Show preview.
  5. Click Save.

Your text is used for everyone in that situation, weekly reminders included. To go back, click Start over from the built-in text. If the built-in email changes after you save, for example because your sign-in methods changed, a warning asks you to check that your steps still apply.

Help someone sign in

Sign-in problems are usually solved by one of these actions, all in the Actions menu of the person’s row:

  • Resend welcome email: for someone who is active but hasn’t signed in yet. Their welcome email explains how to sign in for their access level.
  • Send sign-in link: for someone who has signed in before. It emails them a single-use link to the web dashboard that expires after 15 minutes. To sign in to the browser extension, they open the extension and enter their work email instead.
  • Sign out everywhere: signs the person out of the dashboard and the extension on every device, and cancels any sign-in link they haven’t used. Until they sign in again, the extension can’t protect them.

If a device may be lost or stolen, disable the account instead: someone with that device might still be able to sign back in, for example through an email account left open on it.

For the messages people see when they can’t sign in, see Signing in.

Edit someone’s details

  1. In the person’s row, open the Actions menu and click Edit.
  2. Change their name, email, department, access level, manager, language, or status.
  3. Click Save.

Anyone with dashboard access can update their own name and department in Settings. Only an admin can change someone’s email address. When you change it, Sanitized AI signs the person out everywhere and emails their old address to let them know. They then sign in with the new address.

Disable or delete someone

  • Disable when someone leaves or is on extended leave. They can’t sign in, they stop using a seat, and their activity stays in your reports. To disable one person, edit them and set Status to Disabled. To disable several, select them and click Disable. Enable reverses it and uses a seat again.
  • Delete removes the person from Sanitized AI. You can’t undo it. If people report to them, those people are left without a manager. For someone who never got activated, delete rather than disable.

Change several people at once

Select people with the checkboxes in the table. A bar appears with bulk actions:

  • Access: change the access level.
  • Status: activate, enable, or disable.
  • Department: move people to an existing department.
  • Reports to: set their manager.
  • Language: set their preferred language.
  • Delete Selected

Actions skip your own account.

Set up reporting lines

Reporting lines decide who gets a team dashboard and what it shows. Set Reports to on each person when you add or edit them, or for several people at once with the bulk bar.

To find gaps, look at the Reporting lines card above the list on the Users page. It counts people with no manager, people whose manager was deleted, and reporting loops. Fix them in the list, and the card updates right away.

Seats

Your plan includes a number of seats. Active Members and Active Admins use a seat. Dashboard only accounts, people who aren’t activated, and disabled people don’t. If your plan has a seat limit, the top of the Users page shows how many seats are in use.

If you’re out of seats, activating someone or restoring their extension protection is refused with a Seat limit reached message. To free a seat, disable someone who no longer needs Sanitized AI, or contact Sanitized AI to add seats.

If your organization uses SSO or SCIM

  • Automatic creation: if your organization turned on automatic creation, people from your approved company domains get an account the first time they sign in with your company sign-in. They join as Active Members in the department Unassigned and don’t get a welcome email.
  • SCIM provisioning: if your IT team connected an identity provider, it creates, updates, and disables accounts for you.

For setup, see the IT setup guide.