This section covers the full lifecycle of team membership in Butterflai - from inviting a new colleague to handling departures.
Inviting a new team member
Navigate to Settings > User Management.
Click Invite User.
Enter the person's email address.
Select the role(s) to assign (Admin, Member, or any custom role).
Click Send Invitation.
The invitee will receive an email with a link to create their account. Until they complete registration and an admin approves them, they will appear with Pending status.
Approval workflow
Butterflai requires administrator approval for new users. This gives you control over who accesses your organization's data.
When a new user registers (either through an invitation or directly), they enter Pending status. An admin must explicitly approve them before they can access the platform.
Accepting or rejecting pending users
Go to Settings > User Management.
Look for users with Pending status.
For each pending user, you can:
Accept - The user becomes Active and can log in immediately.
Reject - The user is marked as Rejected and cannot access the platform.
Deactivating a user
If a team member leaves the organization or no longer needs access:
Find the user in Settings > User Management.
Click the deactivation option on their account.
The user's status changes to Inactive.
Deactivated users cannot log in but their historical data, contributions, and activity are preserved. This is a soft action - it can be reversed.
Reactivating a user
If a previously deactivated user needs access again:
Find the user in Settings > User Management.
Click the reactivation option.
The user returns to Active status and can log in with their existing credentials.
Reinviting a user
If an invitation expired or the user did not complete registration, you can send a new invitation from the User Management screen. The user will receive a fresh email to complete their account setup.
What happens to data when a user is removed
When a user is deactivated or rejected:
Their personal profile data is retained in the system.
Dashboards, files, and other content they created remain accessible to other authorized users.
Their chat history and interactions are preserved for audit purposes.
No data is permanently deleted through deactivation. The account is simply locked from further access.
If you need to permanently delete a user's data for compliance purposes, contact Butterflai support.