User Management

SmythOS lets you manage both people and compute. This page covers how to assign the right access through roles and permissions, and how to monitor usage and cost using the Analytics dashboard.

Why this matters

With the right roles and cost insights in place, you can scale your AI agents while staying secure and within budget.

Roles and Permissions

Roles define what a user can see or do across SmythOS. They apply at both the space and organization levels. Use built-in roles or create custom ones in Organization Management.

Where roles apply

Roles control access across agents, spaces, and tools like billing, analytics, and settings.

Assigning Roles

You can assign a role:

• When inviting teammates to a space
• In Team Settings of a space
• From the Roles tab in Organization Management

Need to add or remove teammates?

Follow the Add or Remove Users guide for full steps.

Default Role Behavior

Unless configured, all new users are assigned the Super Admin role by default. You can change this default in Roles Settings.

Predefined Role Types

Role	Scope	Best For	Description
Super Admin	Entire org	Founders, execs	Full control over everything
Admin	Per space	Team/project leads	Can manage agents and settings in their space
Editor	Agents & tools	Developers, builders	Can build and modify agents
Viewer	Read-only access	Reviewers, stakeholders	Can only view content

Permissions Matrix

Page	Super Admin	Admin	Editor	Viewer
Dashboard	✓ Edit	✓ Edit	✓ Edit	✓ View
Agent Settings	✓ Edit	✓ Edit	✓ Edit	✓ View
Agent Builder	✓ Edit	✓ Edit	✓ Edit	✓ View
Templates	✓ Edit	✓ Edit	✓ Edit	✓ View
Domains	✓ Edit	✓ Edit	✓ Edit	✓ View
Data Pool	✓ Edit	✓ Edit	✓ Edit	✓ View
Vault	✓ Edit	✓ Edit	✓ Edit	✓ View
Analytics	✓ Edit	✓ Edit	✓ Edit	✓ View
My Plan	✓ Edit	✓ View	✓ View	✓ View
Team Roles	✓ Edit	✓ Edit	✓ View	✓ View
Team Members	✓ Edit	✓ Edit	✓ View	✓ View

Org-level roles

Only Super Admins can assign or edit organization-level roles from Organization Management.

Creating and Managing Custom Roles

You can build your own roles:

1. Go to Organization Management → Roles tab
2. Click Create Role
3. Set permissions per category
4. (Optional) Enable Manage Team

Customize role permissions for specific needs.

To update or delete a role:

• Use the Roles tab
• Select the role
• Click Edit, Set as Default, or Delete

Pro tip

Set a custom role as the default for easier onboarding.

Managing Team Invitations

You can view and manage all pending invites from the User Management screen. This includes tracking invite status, expiration, and taking actions like resending or deleting invites.

Why this matters

Pending invites allow you to track who hasn’t joined yet—and take action before access expires or needs re-issuing.

Viewing Pending Invites

Navigate to:

1. User Management in the sidebar
2. Select the Pending Invites tab next to “Team Members”

You’ll see a table showing:

Column	Description
Email	The invited user's email address
Role	Role assigned during the invite (e.g. Super Admin)
Sent Date	When the invite was sent
Expires	Expiry date of the invite
Status	One of: Pending, Expired, or Accepted
Actions	Options to Resend or Delete

Track and manage pending team invites from a single place.

Invite Expiration Behavior

Invites expire automatically after 7 days. If an invite is not accepted before expiration:

• The status changes to Expired
• The user will no longer be able to use the invite link
• You’ll need to resend or delete the invite

Expired invites are non-functional

Users who try to accept an expired invite will see an error. Always resend if needed.

Resending or Deleting Invites

Hover over the icons in the Actions column:

Icon	Action	Tooltip
🔁	Resend Invite	“Resend”
🗑️	Delete Invite	“Delete”

Need to update a role before resending?

Delete the invite and send a new one with the correct role.

Usage & Billing Analytics

The Analytics Dashboard helps you understand how agents consume compute: by task, cost, and performance.

Dashboard Overview

You’ll see:

• Total model usage (USD) for any date range
• Daily usage chart showing compute type breakdown

Spot trends and outliers at a glance.

Always fresh

The dashboard updates in near real-time as new tasks are executed.

Filter What Matters

Narrow results using filters at the top of the dashboard:

• Space — focus on one or view all
• Agent — track a specific agent
• Date — analyze by time period

Get context-specific cost and usage data.

Organize first

Use consistent naming in Spaces and Organization Settings for cleaner filters and reports.

Understanding the Usage Chart

Each bar = one day. Colors represent compute types:

Color	Compute Type
🟡 #FACC15	Tasks
🟢 #22C55E	Weaver
🟢 #10B981	LLM
🔵 #3B82F6	Tools
🔴 #EC4899	Code
🟣 #8B5CF6	Image Generation

Hover to inspect daily usage by compute type.

What counts as usage?

Every run of LLMs, tools, code blocks, or image generation contributes to compute cost.

Exporting Usage Reports

Click Export to download a .csv of usage based on selected filters. Great for monthly reporting or billing.

Export monthly

Download usage reports regularly to track trends or share with stakeholders.

Optimizing Usage

• Use filters to find high-cost agents
• Investigate spikes in the chart
• Combine with Work Schedules to reduce off-peak runs
• Check Permissions to ensure agents aren't over-accessed

Zero usage?

If an agent shows no usage, confirm its triggers or schedule. It may not be active.

FAQs

How fresh is Analytics data?

It updates in near real-time. Tasks and costs appear moments after they run.

What if usage seems too high?

Use filters to zoom in on agent or space. Check:

• Agent logs
• Schedule triggers
• Volume of tasks
• LLM cost caps in your provider settings

Can I track usage across multiple orgs?

Not yet. Switch organizations to view each one’s data individually.

Can I see exact model pricing?

Yes. Visit Billing Management for full provider-based cost breakdowns.

Who can access Analytics?

Only Super Admins and Editors. Review roles here.

What’s Next?

• Set Work Schedules
• View and manage Billing Management
• Invite teammates and assign roles
• Export usage reports
• Switch Organizations