User Management

VisionAI Observ provides streamlined user management, enabling secure onboarding of new members while ensuring all administrative operations remain intuitive and transparent.

Navigating to the User Management Tab

From the navigation list on the left, select User Management to enter the user management page and view the list of users.

Adding New Users

Click Add User to add a new user or use an invitation letter to invite relevant personnel. It's possible to add more than one user at a time by clicking + Add More.

Input the user's email, organization, and role. More details on organizations and roles are discussed in this page.

The invited user will receive an email similar to the example below:

Note: Invitations can only be sent to people who are already part of. All generated invitation verification emails will expire and become invalid after three days.

On the invited user's end, simply refresh the site to see the updated list of workspaces with sufficient access permissions.

Organization List

Switch to the organization management page on the left to view the list of organizations and their structure.

The Organization tab makes it simple to control what your team can see and do. Administrators can assign specific organizations to each user to ensure they only have access to the information they need.

When creating tasks, you choose an organization, and once a task is associated with an organization, only levels above that organization have the right to read and modify. You can apply it to your actual organizational structure to ensure that data from each independent organization does not interfere with others.

The platform uses a tree structure to manage these permissions:

• VisionAI is the top level organization. Administrators here have full access to view every camera and location across the entire platform.

• If you manage a specific group (a "parent" branch in the tree), you automatically gain access to all the sub-groups or cameras connected to it (the "children").

  • Using the image below as an example, if users under the organization "org222" has two children with access to different cameras, "org222" will automatically be able to access all of them.

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  • Another example is if you have a "North America" branch that contains sub-branches for "New York Office" and "Chicago Office." If you give an administrator permission to the "North America" branch, they automatically get access to the cameras in both the New York and Chicago offices.

Adding a New Organization

To add an organization, click + Organization.

Fill in the required fields, including the name of the organization, as well as the parent organization that it belongs to.

User Roles and Permissions

Observ uses a role-based access control (RBAC) model to manage what each user can see and do within the platform. Every user is assigned exactly one role, which determines their permissions across all Observ modules.

Observ provides three built-in roles:

Role	Who it's for	Scope
Site Admin	IT or platform leads who configure the system, manage AI models, and onboard other users.	Global. Full access to manage users, devices, AI models, the system, and all organizations.
Admin	Managers who run day-to-day operations within a specific site or department.	Limited to their own organization, able to create and manage tasks, resources, and users within scope.
Viewer	Executives, auditors, or cross-team collaborators who need to monitor results without making changes.	Read-only access to tasks, events, and dashboards.

Roles vs. Organizations

Roles determine what a user can do, while organizations determine which data a user can see. A user with the Admin role can only manage tasks, users, and resources within their own organization, while Site Admins can operate across all organizations.

Tip: Follow the principle of least privilege. Assign the lowest role that still lets the user do their job, and upgrade only when needed.