User management in BlackMountain allows you to invite new members, assign roles, and control access at the organization, workspace, and team level. This article explains how to invite members, manage their roles, and understand the invitation process.
Understanding Member Hierarchy
Members can be added at three levels in BlackMountain:
Organization Level
Members have access to the entire organization
Can be assigned to multiple workspaces and teams
Organization-wide role determines baseline permissions
Workspace Level
Members have access to a specific workspace
Can be assigned to teams within that workspace
Workspace role can differ from organization role
Team Level
Members have access to a specific team
Team role is independent of organization/workspace roles
Most granular level of access control
Best Practice: Invite members at the organization level and then assign them to specific workspaces and teams as needed.
Inviting Members
BlackMountain offers two ways to invite members: Single and Bulk invitations.
Single Invitation
Invite one member at a time with a specific role.
How to Send a Single Invitation:
Navigate to Settings → Organizations → [Your Organization] → Members Tab
Or: Settings → Workspaces → [Your Workspace] → Members Tab
Or: Settings → Teams → [Your Team] → Members Tab
Click Invite Member or Add Member
In the "Invite Members" dialog, ensure Single is selected
Enter the Email Address (e.g., [email protected])
Select a Role from the dropdown (Owner, Manager, or Viewer)
Click Send Invite
What Happens Next:
The invited member receives an email invitation
They can accept the invitation and create their BlackMountain account
Once accepted, they appear in the Members list with their assigned role
Bulk Invitation
Invite multiple members at once, all with the same role.
How to Send Bulk Invitations:
Navigate to Settings → Organizations → [Your Organization] → Members Tab
Or: Settings → Workspaces → [Your Workspace] → Members Tab
Or: Settings → Teams → [Your Team] → Members Tab
Click Invite Member or Add Member
In the "Invite Members" dialog, click Bulk
Enter Email Addresses in the text field:
One email per line, OR
Separated by commas or semicolons
Example:
Select a Role (applied to all) from the dropdown
Click Send X Invites (where X is the number of valid email addresses)
Tips for Bulk Invitations:
The same role will be applied to all invited members
Invalid email addresses will be ignored
You can mix line breaks, commas, and semicolons as separators
The button shows the number of valid emails detected (e.g., "Send 3 Invites")
Managing Members
Viewing Members
Organization Members: Navigate to Settings → Organizations → [Your Organization] → Members Tab to see all members in your organization.
The list shows:
Name and Avatar – Member's full name and profile picture or initials
Email Address – Member's email
Role – Current role (Owner, Manager, Viewer) displayed as a colored badge
Workspace Members: Navigate to Settings → Workspaces → [Your Workspace] → Members Tab to see all members in a specific workspace.
Team Members: Navigate to Settings → Teams → [Your Team] → Members Tab to see all members in a specific team.
Changing Member Roles
How to Change a Member's Role:
Navigate to the Members Tab of your organization, workspace, or team
Find the member whose role you want to change
Click on their current role badge
Select the new role from the dropdown:
Viewer - Can view only
Manager - Can edit and invite
Owner - Full access
Click Save
Permissions Required:
Only Owners and Managers can change member roles
Managers cannot change the role of Owners
You cannot change your own role if you are the only Owner
Removing Members
How to Remove a Member:
Navigate to the Members Tab of your organization, workspace, or team
Find the member you want to remove
Click the three-dot menu (⋮) next to their name
Select Remove Member
Confirm the removal in the dialog
What Happens:
The member loses access to the organization, workspace, or team (depending on where you removed them)
Their personal data (chats, assistants) remains in their personal profile
Shared resources they created remain accessible to the organization
Note: Only Owners can remove other Owners. Managers can remove Viewers and other Managers.
Understanding Roles & Permissions
BlackMountain uses three access roles across organizations, workspaces, and teams. For detailed information about role permissions, see → Link to Teams & Access Roles article
Quick Reference:
Role | Permissions | Typical Use Case |
Owner | Full access to all settings, members, and resources. Can delete organizations, workspaces, and teams. | CEOs, Founders, Department Heads |
Manager | Can edit and invite. Can manage members and resources. Can edit AI Context. Limited settings access. | Team Leads, Project Managers, Senior Members |
Viewer | Can view only. Read-only access to shared resources. Cannot invite members or change settings. | Team-Members, Contributors, External Consultants, Stakeholders |
Pending Invitations
Viewing Pending Invitations
Pending invitations are visible at the bottom of the Members Tab:
No pending invitations – All invitations have been accepted or expired
Pending invitations list – Shows email addresses waiting for acceptance
Pending Invitation Actions:
Resend Invitation – Send the invitation email again
Cancel Invitation – Revoke the invitation before it's accepted
Invitation Expiration
Invitations expire after 7 days. If a member hasn't accepted their invitation within this time:
The invitation becomes invalid
You can send a new invitation from the Members Tab
Best Practices
When to Invite Members
Invite at Organization Level when:
The member should have access to multiple workspaces and teams
You want centralized member management
The member is a permanent employee
Invite at Workspace Level when:
The member only needs access to a specific department or region
You want to limit their scope to one business unit
Invite at Team Level when:
The member is working on a single project
They are an external consultant or temporary contractor
You want granular control over their access
Role Assignment Strategy
Start Conservative:
Assign Viewer roles by default
Promote to Manager or Owner as trust and responsibility grow
It's easier to grant permissions than to revoke them
Multiple Owners:
Always have at least 2 Owners at the organization level
This prevents lockout if one Owner leaves or loses access
Distribute ownership across key decision-makers
Manager for Day-to-Day:
Assign Manager to team leads who handle invitations and resources
They don't need full Owner permissions for most tasks
Bulk Invitation Tips
Prepare Your Email List:
Use a spreadsheet to manage email addresses
Validate emails before pasting (check for typos)
Group members by role (send separate bulk invites per role)
Welcome New Members:
Send a welcome message after invitations are sent
Explain how to accept the invitation and set up their account
Provide onboarding resources or documentation links
Invitation Workflow Example
Here's a typical workflow for inviting new team members:
Prepare: Create a list of email addresses and assign roles
Invite: Use Single or Bulk invitation depending on the number of members
Monitor: Check pending invitations regularly
Follow Up: Resend invitations if members haven't accepted within 2-3 days
Onboard: Once accepted, assign members to specific workspaces and teams
Configure: Set team-specific roles and permissions
Review: Regularly audit member list and remove inactive users
Troubleshooting
Invitation Not Received
If a member doesn't receive their invitation email:
Check their spam/junk folder
Verify the email address is correct
Resend the invitation from the Members Tab
Ask them to whitelist emails from @blackmountain.io
Cannot Invite Members
If you cannot invite members:
Check your role: Only Owners and Managers can invite members
Check organization limits: Some plans have member limits
Contact support: If the issue persists, contact BlackMountain support
Member Accepted But Not Showing
If a member accepted their invitation but doesn't appear:
Refresh the Members Tab
Check if they accepted for the correct organization
Verify they completed account setup
Next Steps
Now that you understand user management:
Assign roles — Review your team structure and assign appropriate roles → Link to Teams & Access Roles
Create teams — Organize members into project-based teams → Link to Teams & Access Roles
Set up workspaces — Structure your organization into departments or regions → Link to Workspaces Explained
Configure AI Context — Customize AI behavior for your organization → Link to Creating & Managing Organizations