> For the complete documentation index, see [llms.txt](https://docs.silkline.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.silkline.ai/profile-and-settings/organization-settings/organization-users.md). # Users and Access Invite users, assign roles, set the default role for new joiners, deactivate accounts, and manage permissions for your Silkline organization Manage your team members and their access to Silkline. ## Default Role for New Users You can set a **default role** for new users. Any new user added to the organization will automatically be assigned this role when they join the organization. {% hint style="info" %} Changing the default role only applies for new members going forward. {% endhint %} ## Email Domains The invite form accepts email addresses on your organization's **Email domains**. Contact Silkline support to change them. ## User List The user list shows all active members, their roles, and their current status. Use the **⋮ menu** to manage individual users (e.g. resend invite, deactivate). Search matches a user's name, email, or role, and the **Role** filter narrows the list to one or more roles. The **Title** and **Reports To** columns are hidden by default; show them from the column selector. ### Bulk editing users With [data cleaning mode](/administration-tools/data-cleaning-mode.md) on, the user list shows a checkbox on every row. Select users, click **Edit**, and pick one field to set across the selection: * **Role** — replaces each selected user's role with the one you pick, or clears it. Requires permission to assign user roles. Your own role is never changed, even when your row is selected. * **Title** * **Reports To** — users whose Reports To is locked on the org chart keep their current manager. Users cannot be bulk deleted; deactivate them individually from the **⋮ menu**. ### User statuses
StatusDescription
MemberThe user has accepted their invitation and has an active account in your organization. They can sign in and use Silkline based on their assigned role.
Pre-registeredThe user was added through an integration or bulk import, but has not yet been invited to log in. You can send them an invitation at any time.
InvitedThe user has been sent an invitation to join your organization but has not yet accepted it. Their account will be activated once they accept the invite. If they try to sign in before accepting, Silkline tells them the invitation is in their inbox and offers to resend the email. Only the link in the most recent email works.
Invite expiredThe user was invited but did not accept the invitation within seven days of it being sent. You can resend the invitation to allow them to join.
InactiveThe user is hidden from selections and new assignments. For SSO users, sign-in remains controlled by your identity provider; revoke access there to block sign-in. Use Show Inactive to view inactive users. Contact support to confirm local account and session revocation when offboarding.
### Resend an invitation Open the user's **⋮ menu** and select **Resend Invite**. This works for both pending and expired invitations. The user receives a new invitation email and should use the link in that email. Resending replaces the invitation, so its previous link cannot be used to join. ### User roles Silkline currently offers the following predefined roles:
Viewer * **Purpose:** Provides read-only access to Silkline. * **Permissions:** Users with the Viewer role can see information like requests, quotes, orders, and suppliers within Silkline, but they **cannot** create, edit, delete, or send anything. * **Ideal Use Case:** Suitable for stakeholders, managers, or team members who need visibility into procurement activities but don't actively participate in the workflows.
Collaborator * **Purpose:** Designed for users primarily involved in the sourcing process (e.g., engineers, requesters). * **Permissions:** Collaborators can actively work on sourcing tasks. They can: * Create and edit Requests (RFQs). * Create, edit, and delete Quotes received from suppliers. * **Limitations:** Collaborators **cannot** manage or send purchase orders, send requests/check-ins, or manage supplier information. * **Ideal Use Case:** Team members who define requirements, create RFQs, and evaluate supplier quotes but do not handle the final purchasing or supplier management.
Punchout Buyer * **Purpose:** Lets users place and edit purchase orders for Shop-supported suppliers (the catalog suppliers available in Shop) without granting the full Buyer role. * **Permissions:** Punchout Buyers can do everything Collaborators can, plus: * Create and edit Purchase Orders **only** for Shop-supported suppliers. * Map Shop cart lines to new Parts. * Create and edit Approval Workflows so they can send their own POs for approval. * Check out or mark as ordered a PO **only** for Shop-supported suppliers. * **Limitations:** Punchout Buyers **cannot** create, edit, or check out POs for non-Shop suppliers, **cannot** approve their own POs (approval authority is separate and defaults to $0), and — unlike a Buyer — **cannot** email POs to suppliers, receive goods, mark items billed or paid, or manage supplier information. * **Ideal Use Case:** Engineers or requesters who buy from catalog/Shop suppliers and should be able to raise a PO directly, while every PO still routes through normal approvals.
Material Planner * **Purpose:** Designed for users responsible for managing order status, material availability, and delivery timelines. * **Permissions:** Material Planners can do everything Collaborators can, plus: * Edit and create Parts * Send Check-ins to suppliers * **Limitations:** Material Planners **cannot** manage or send purchase orders or manage supplier information. * **Ideal Use Case:** Team members focused on ensuring suppliers deliver on time and maintaining up-to-date information on open orders.
Supplier Quality * **Purpose:** Designed for users managing supplier relationships, quality requirements, and compliance without handling purchase orders. * **Permissions:** Supplier Quality users can do everything Collaborators can, plus: * Send Requests (RFQs) to suppliers. * Create, edit, and delete Suppliers and Supplier Tags. * Create, edit, and delete Quality Clauses. * Create, edit, and delete Categories, including their default quality clauses. * Create, edit, and delete Pedigrees. * Create, edit, and delete Terms & Conditions. * Create, edit, and send Supplier Evaluations. * Manage Evaluation Templates and the evaluation step library. * **Limitations:** Supplier Quality users **cannot** create, edit, or send purchase orders. * **Ideal Use Case:** Quality engineers, supplier development specialists, or vendor managers responsible for maintaining supplier information, defining quality requirements, and managing compliance without procurement authority.
Finance & Legal * **Purpose:** Designed for finance, legal, and compliance staff who manage supplier records, contract terms, and budgets without handling purchase orders. * **Permissions:** Finance & Legal users can do everything Collaborators can, plus: * Create, edit, and delete Suppliers, Supplier Contacts, and Supplier Tags. * Review [denied-party screenings](/suppliers.md#excluding-false-positives), including excluding false-positive matches and setting a supplier's approval status. * Create, edit, and delete Terms & Conditions. * Create, edit, and delete Budgets. * **Limitations:** Finance & Legal users **cannot** create, edit, or send purchase orders, or configure organization settings such as tax codes. * **Ideal Use Case:** Finance, legal, or trade-compliance staff who vet suppliers, maintain terms and conditions, and manage budgets.
Buyer * **Purpose:** Offers comprehensive access to manage end-to-end procurement workflows. * **Permissions:** Buyers have broad procurement access. They inherit all Material Planner permissions and can also: * Create, edit, and send Purchase Orders. * Add, edit, archive, and delete ship-to Locations. * Send Requests (RFQs) and Check-ins to suppliers. * Create and manage Supplier profiles and related information (including tags). * Create and manage Parts within Silkline. * Manage Purchase Tags. * Create and edit supplier email templates and manage permitted Configurable Fields * **Limitations:** General organization settings and user-role assignment require Admin permissions. * **Ideal Use Case:** Procurement professionals, purchasing managers, or administrators responsible for the full procurement lifecycle, from sourcing and ordering to supplier relationship management and system configuration.
Admin * **Purpose:** Provides full access to your Silkline organization, allowing the management of all resources and users. A user with permission to assign organization user roles can assign Admin, including another customer Admin. * **Permissions:** Admin is the highest level of access. It inherits all Buyer permissions and can also: * Assign roles to other users in the organization * Set the default role assigned to new users * Configure organization settings * Create, edit, and delete Quality Clauses * Create, edit, and delete Pedigrees * **Ideal Use Case:** Assign to the user(s) responsible for managing Silkline access and usage, so that they can assign appropriate roles to other users.
## Single Sign-on {% hint style="warning" %} For SSO users, **Inactive** status in Silkline affects **visibility only**. Inactive users are hidden from user selections and cannot be newly assigned to items, but their ability to sign in remains controlled by your Organization's IdP. To block sign-in, remove or revoke access in your IdP. {% endhint %} To set up an SSO connection for your organization, see [Self-service SSO setup](https://docs.silkline.ai/configuration/sso-configuration/self-service-sso). Existing connections are listed in the **Authentication** section of this page. User management works a little differently for users with Single Sign-on (SSO) enabled: * **User access is controlled within your Identity Provider (IdP)** (e.g. Okta, Azure AD, Google Workspace). Anyone who is authorized for the Silkline application in your IdP can sign in to Silkline without needing a manual invitation. * **New users** in Silkline are typically created automatically the first time they sign in through your SSO provider (e.g. Okta, Azure AD), even if they weren't manually invited in Silkline. * These users will appear as **Member** once they've successfully authenticated. * **Pre-registered** users added via bulk upload or integrations can still be invited if needed, but in many cases they can simply log in via SSO to activate their account. * For SSO users, **Inactive** status in Silkline affects **visibility only**. Inactive users are hidden from user selections and cannot be newly assigned to items, but their ability to sign in remains controlled by your Organization's IdP. To block sign-in, remove or revoke access in your IdP.