Inviting Users

Add team members to your organization

Inviting Users

Add team members to your Bud Stack organization and manage their access levels. This guide covers how to invite both Admin and Client users.

Prerequisites

To invite users, you must:

• Have an Admin account with User Management permission
• Be logged into the Bud Stack dashboard
• Have the user’s email address

Only users with the USER_MANAGE permission can invite new users to the organization.

User Types Overview

Before inviting users, understand the two main user types:

Admin Users

Administrative users with elevated privileges for managing infrastructure, models, clusters, and other users.

Client Users

Regular users who can create and manage projects, deploy models, and use endpoints within their projects.

Inviting a New User

1. Navigate to User Management

   From the dashboard sidebar, click on User Management to access the users page.

2. Click 'Invite User'

   Click the Invite User or Add User button in the top-right corner of the users page.

3. Fill in User Details

   Complete the invitation form with the following information:

   • Name: Full name of the user
   • Email: User’s email address (must be unique)
   • User Type: Select either Admin or Client
   • Role: (For Admin users) Select from SUPER_ADMIN, ADMIN, DEVELOPER, DEVOPS, or TESTER
   • Company: (Optional) User’s company name
   • Purpose: (Optional) Intended use case
4. Send Invitation

   Click Send Invitation to create the user account and send the invitation email.

What Happens After Invitation?

For the New User

1. Receives Email: The user receives an invitation email with instructions
2. Creates Password: User clicks the link and sets their password in Keycloak
3. First Login: User logs into Bud Stack for the first time
4. Account Activation: Account status changes from INVITED to ACTIVE

For Client Users (Automatic Setup)

When a Client user is invited, the system automatically:

• ✅ Creates a default project
• ✅ Assigns a free billing plan
• ✅ Grants basic permissions (PROJECT_VIEW, PROJECT_MANAGE)
• ✅ Sets up notification preferences

For Admin Users

Admin users receive:

• ✅ Module-level permissions based on their role
• ✅ Access to admin dashboard features
• ✅ No default project (can create as needed)

Admin Roles Explained

When inviting Admin users, you can assign one of five roles:

SUPER_ADMIN - Highest Privileges

Complete access to all platform features including:

• User management (create, edit, delete users)
• Cluster management (all clouds)
• Model repository access
• Billing and organization settings
• System configuration

ADMIN - High-Level Management

Management access to most features:

• User management
• Project oversight
• Model and endpoint management
• Cluster management

DEVELOPER - Standard Development Access (Default)

Standard development permissions:

• Project creation and management
• Model deployment
• Endpoint management
• Limited cluster access

DEVOPS - Infrastructure Focus

Specialized for infrastructure management:

• Cluster management
• Deployment configuration
• Performance optimization
• Infrastructure monitoring

TESTER - QA and Testing

Testing and validation focus:

• Evaluation access
• Benchmark running
• Model testing
• Playground access

The DEVELOPER role is the default for newly created Admin users. You can change roles later from the user edit page.

Invitation Email Content

The invitation email contains:

• Welcome message
• Link to set up password
• Instructions for first login
• Support contact information

Invitation links typically expire after 24-48 hours. If a user doesn’t activate their account in time, you can resend the invitation or manually activate their account.

Managing Pending Invitations

View Invitation Status

On the User Management page, you can see user status:

• 🟢 ACTIVE: User has completed setup and logged in
• 🟡 INVITED: Invitation sent, awaiting user activation
• 🔴 DELETED: User account has been deactivated

Resend Invitation

If a user hasn’t received the invitation email:

1. Find the user in the users list
2. Click the Actions menu (⋮)
3. Select Resend Invitation
4. A new invitation email will be sent

Cancel Invitation

To cancel a pending invitation:

1. Find the user with INVITED status
2. Click the Actions menu (⋮)
3. Select Delete User
4. Confirm the deletion

Bulk User Invitation

Currently, users must be invited individually through the UI. Bulk import via CSV or API is planned for a future release.

For large organizations, you can use the API to automate user creation:

curl -X POST https://api.bud.studio/users/ \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Jane Smith",
    "email": "[e-mail]",
    "user_type": "CLIENT",
    "role": "DEVELOPER"
  }'

Best Practices

Use Descriptive Names

Use full names to make it easier to identify users in activity logs and audit trails.

Choose Appropriate Roles

Assign the minimum necessary permissions. Start with DEVELOPER role for Admin users.

Verify Email Addresses

Double-check email addresses before sending invitations to avoid security issues.

Document Purpose

Use the “Purpose” field to track why each user was added to the organization.

Troubleshooting

User Didn’t Receive Invitation Email

1. Check spam/junk folders
2. Verify email address is correct
3. Resend invitation from the UI
4. Contact support if issue persists

User Can’t Activate Account

1. Ensure invitation link hasn’t expired
2. Check if user already has a Keycloak account with that email
3. Try resending invitation
4. Contact support for manual activation

Permission Errors After Invitation

If a user reports missing permissions:

1. Verify their user type and role are correct
2. Check their permissions in User Management
3. User may need to log out and log back in
4. Refer to Roles & Permissions guide

Related Pages

• Roles & Permissions - Detailed permission system
• User Activity - Monitor user actions
• SSO Integration - Enterprise authentication
• Organization Settings - Manage organization

API Reference

For developers integrating user invitation programmatically:

import requests

# Create a new user
response = requests.post(
    "https://api.bud.studio/users/",
    headers={
        "Authorization": f"Bearer {api_key}",
        "Content-Type": "application/json"
    },
    json={
        "name": "John Doe",
        "email": "[e-mail]",
        "user_type": "CLIENT",  # or "ADMIN"
        "role": "DEVELOPER",     # for Admin users only
        "company": "Acme Corp",
        "purpose": "Model deployment"
    }
)

if response.status_code == 201:
    user = response.json()
    print(f"User created with ID: {user['id']}")
else:
    print(f"Error: {response.json()}")

Requires API key with USER_MANAGE permission. See API Keys for setup.

Next Steps

After inviting users:

1. Share onboarding documentation with new users
2. Set up project permissions for Client users
3. Configure SSO if needed for enterprise
4. Monitor user activity in audit logs