Managing users effectively is key to keeping your workspace organized as your team grows. Whether you’re onboarding new colleagues, assigning the right level of access, or grouping team members by function, Whale’s user management tools help you structure access and responsibilities with precision. From admins to custom roles, you can tailor permissions based on how your team works and scales.
Here’s how to add, update, and organize users, groups, and roles in your Whale environment.
👥 Adding a User
Step 1: Navigate to User Management
Click the workspace icon in the bottom-left corner.
Select Settings or go straight to Add users.
In the left menu, choose User management.
Step 2: Add a New User
Click Add user in the top-right corner.
Add their email address. You can add multiple colleagues with the same User Role by using the ;
Step 3: Select the User Role
Member
Can access and contribute to content but cannot invite users or change workspace settings.
Admin
Has full control, including workspace settings and user invites. Automatically receives Writer access across all content.
Custom User Roles (Enterprise only)
Define granular permissions tailored to specific needs (see below for more details).
Step 4: Select the User Group
You can create groups under the user management screen. See underneath.
👨👩👧👦 Managing Groups
Step 1: Go to Groups
Under User management, select User Groups.
Step 2: Add a Group
Click Add group.
Give your group a name and select users to include.
Step 3: Edit or Delete Groups
Once created, you can via the 3-dotted menu:
Edit: Add/remove members or rename the group.
Delete: Remove the group entirely.
✅ Example: Create a Customer Success group so you can assign permissions or content visibility to that team quickly.
✏️ Modifying an Existing User
Step 1: Open User Settings
Go to User management under Settings.
Find the user you want to edit.
Step 2: Take Action via the Menu (⋮)
Edit user: Change their role (e.g. from Member to Admin).
Resend invitation: For users with a pending invite.
Delete user: Removes the user and frees up a seat in your Whale plan.
🛠 Creating Custom User Roles (Enterprise Only)
Step 1: Go to User Roles
Under User management, select User Roles.
Step 2: Add a New Role
Click Add User Role.
Choose which parts of the platform this role can access or be restricted from.
Step 3: Assign Custom Roles
Once a role is created, go to the Users tab.
Select a user and assign them to the custom role.
🎯 Example: Create a Contractor role that can read certain content but cannot edit or view private boards.
By structuring your team with user roles and groups, you ensure the right people have the right access — keeping your workspace secure, scalable, and efficient.