Overview & Navigation Changes
User management has moved into its own dedicated section under Settings in the left-hand navigation. Here is what changed:
⚠️ Heads up — things have moved Switching between orgs was previously done from the Profile tab. That has moved to Settings → Organization. The Profile tab is now just a view of your profile and permissions, plus a way to log out. |
Under Settings you will now see:
Users — visible to owners and admins only. This is where you manage who has access to your orgs.
Organization — visible to all users. Switch between connected orgs and (if you're an owner or admin) rename them.
Profile — view your own permissions and log out.
🎁 Bonus Release Previously, renaming your organization required reaching out to the Swantide team. If you're an Owner or an Admin, you can now do this yourself from Settings → Organization. |
Owner vs. Admin vs. User
There are three top-level Organization roles in Swantide. This determines which users have access to manage your Swantide connections, user access, and organization names.
Role | What they can do |
Owner | Manages user access to the entire organization tree. Owners can rename any org, add/remove users, and change access across all connected orgs from a single place (Everyone tab). |
Admin | Manages users within the specific orgs they've been granted admin rights to. Can update org names and add users within their assigned connections, but cannot manage users across orgs (will not see the Everyone tab). |
User | Operates within the orgs they have been given access to, under the feature permissions they have been assigned. No user management capabilities unless elevated to Admin or Owner. |
💡 Note Admin rights are org-specific. You can make someone an admin of just your sandboxes, just production, or any subset of your connections. |
The Users Page
If you're an owner or an admin, when you navigate to Settings you will see the Users tab. Owners see three tabs (Invitations, Users, and Everyone), whereas Admins see only Invitations and Users.
The Users tab showing all users for the current org, their role summary, and Edit options
The Users page gives you a quick at-a-glance view of everyone in the org you're currently connected to (shown in the upper-left corner of the app). Each row shows the user's email, role summary, and an Edit button. You can filter by email using the search field on the right.
Invitations tab
Track the status of pending invitations. Once you send an invite it appears here so you can monitor who has and hasn't accepted. The tab shows a count badge when there are pending invites.
Users tab
The default view. Shows all active users who have access to the current org. Click Edit next to any user to adjust their roles, or use the ⋯ menu to remove or delete them.
Everyone tab (Owners only)
Only visible to owners. This tab shows all users across your entire organization tree and lets you update a user's access to multiple orgs at once — without switching into each org individually. See the Managing Access Across All Orgs section below.
Add Users button
The purple Add Users button in the top-right opens the invite flow. Use it to add existing Swantide users to this org or invite brand-new users by email.
Inviting Users
You must be an owner or an admin of the org to invite users.
Go to Settings → Users, then click the Add Users button in the top-right corner. Make sure you're connected to the correct org in the upper-left before proceeding.
Select or type users. You'll see a list of existing Swantide users who already have access to your other connections but not this one — you can grant them access without a new invitation. You can also type a new email address to invite a brand-new user.
Choose a role template. Select a template to apply the same baseline role to everyone you're inviting at once. See the Role Templates section below for what each template includes.
Adjust individual roles if needed. If different users need different access, you can override the template for specific people before sending.
Click Add. Invitations will appear in the Invitations tab so you can track who has accepted.
Editing a User's Access
From the Users tab, click Edit next to any user to open the Edit Roles panel.
The Edit Roles panel — choose a Role Template at the top, then fine-tune per-feature roles below
The Edit Roles panel has two sections:
Role Template — a quick-select at the top that sets a baseline across all features at once.
Per-Feature Roles — individual dropdowns for Organization, AI Admin, AI Assistant, Workflows Manager, Workflows Library, and Data Catalog.
From the Users tab you can also:
Action | What it does |
Edit roles | Adjust the user's feature-level permissions for this org. After making changes, review the summary and click Confirm to save. |
Remove | Removes the user from the current org only. Their access to other connected orgs is unaffected. |
Delete | Removes the user from all of their org connections to Swantide. Use with caution. |
Role Templates
When editing a user or inviting new ones, you can choose a Role Template to set a consistent baseline across all features in one click. You can always override individual feature roles after applying a template.
Reviewing & Confirming Role Changes
After making edits to a user's roles, Swantide shows you a Changes summary before anything is saved. This lets you catch mistakes before they take effect.
The Changes review screen — shows exactly what is changing (e.g., AI Admin: User → Admin) before you confirm
The review screen displays:
Each role that is changing, with the old value crossed out and the new value highlighted in purple.
All unchanged roles shown as tags at the bottom for reference.
Click Back to make further adjustments, or Confirm to apply the changes immediately.
Real-World Examples: AI Admin Roles in Practice
One of the most impactful ways to use feature-level roles is with Swantide's AI Admin — especially if you have a mixed team of builders and deployers.
Consider a typical Salesforce project team:
A Business Analyst or consultant understands the business requirements and knows what automations need to be built. They should be able to create and prepare AI Admin tasks — but they shouldn't have the ability to push changes directly to production.
A Salesforce engineer or architect owns the deployment process. They review what's been built, validate it, and are the ones actually deploying to production.
Previously, you had to choose: either give everyone the same level of access, or keep the tool siloed to just your technical team. Now you don't have to.
With feature level roles, you can set up an example like this up in minutes:
Team Member | Role | What they can do |
Business Analyst / Consultant | Creator | Build and prepare AI Admin tasks. Cannot deploy. |
Salesforce Engineer / Architect | Admin | Review, approve, and deploy other user's tasks to production. |
Stakeholder / Manager | Viewer | See all tasks and their status. Cannot take action. |
This means your BA can come into Swantide, build out a full set of automation tasks, and hand them off — without any risk of accidentally deploying something half-finished to prod. Your engineers stay in control of what actually ships.
It also makes Swantide much easier to bring into consulting engagements. You can give an external consultant Creator access scoped to a specific sandbox org, knowing they can do real, productive work without ever touching production.
Feature-Level Roles
When editing a user or sending an invite, you can define granular roles for each Swantide feature. This replaces the previous all-or-nothing access model. See the full list of options per feature below.
Organization Access
Role | What they can do |
Admin | View and manage all users in this org (access to the Users tab). |
User | Does not have access to the Users tab — only sees the features they have been assigned. |
AI Admin
Role | What they can do |
Admin | Manage their own tasks and others' tasks, including approving and deploying. |
User | Can create, approve, and deploy their own AI Admin tasks. |
Creator | Create AI Admin tasks but cannot deploy. Best for team members who build tasks that a manager deploys. |
Viewer | View tasks in the org but cannot take action on them. |
AI Assistant
Role | What they can do |
User | Full access to AI Assistant in the Swantide app. Recommended for most users. |
Chrome Extension Only | Can access AI Assistant chats via the Chrome extension only — no access through the Swantide app. |
Workflows Manager (Custom Workflows)
Role | What they can do |
Admin | Create, test, and edit all workflows — including other people's. |
User | Create, test, and manage their own custom workflows, but cannot edit others'. |
Viewer | Read-only access to the managed workflows library. |
Workflows Library
Role | What they can do |
User | Deploy workflows from the library. |
Viewer | Browse the library but cannot deploy. |
Data Catalog
Role | What they can do |
User | View and update metadata components and documentation. |
Viewer | View only — cannot update documentation or metadata. |
Managing Access Across All Orgs (Owners only)
If you're an owner, the Everyone tab gives you a bird's-eye view of all users across your entire organization tree. From here you can update a user's access to multiple orgs at once — without needing to switch into each org individually.
The Everyone tab — shows each user's org access count and lets you expand a row to manage organization-by-organization permissions
Each user row shows how many orgs they currently have access to (e.g., "Access to 6 of 8 orgs"). Expanding a row reveals the full Organization Access table, where you can:
See each connected org and the user's current Role Summary for that org.
Click Edit on any individual org row to change that user's roles for just that org.
Click Manage Organization Access to add or remove the user from additional orgs in bulk.
Use Set as Owner to elevate the user to Owner across all orgs.
How to update access across multiple orgs:
Go to Settings → Users → Everyone. You'll see all users across your org tree.
Find the user and expand their row. You'll see which orgs they have access to and their current role for each.
Click Manage Organization Access to select which additional orgs to grant access to.
Set roles for each org by clicking Edit on the individual org rows and adjusting feature permissions.
Review changes and click Confirm. Changes apply immediately across all selected orgs.
Organization Settings
Navigate to Settings → Organization to:
Switch orgs — select from the table of orgs you have access to. This replaces the previous flow in the Profile tab.
Rename your org — if you're an owner or admin, you can update the display name of any org you manage directly from this page. This was previously handled by the Swantide team.
ℹ️ Need more help? Reach out to your Swantide account team or see the Roles & Permissions guide for more detail on what each role can do. |