> For the complete documentation index, see [llms.txt](https://docs.monolithforensics.com/monolith/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.monolithforensics.com/monolith/using-monolith/organization/team-management.md).

# Team Management

Add and manage Monolith users, roles, office assignments, account access, and authentication resets for your organization.

Create and manage the individual people who have access to your Monolith environment.

Team Management allows administrators to add users, assign roles and offices, review account status, and manage access for existing team members.

### Add a New User

{% embed url="<https://www.youtube.com/watch?v=qt_la4WmfZk>" %}

1. In the left-hand navigation, open the **Organization** tab and click **Team Management**.
2. Click **New User** in the top left.
3. Enter the user's **First Name** and **Last Name**.
4. Enter the user's **Email**.
5. Set a **Password**, or leave the field blank to auto-generate one. If you type a password, you can use the eye icon to show or hide what you have entered.
6. Select the [**Office**](/monolith/using-monolith/organization/offices.md) this person belongs to.
7. Select a **Role** ([see below](#roles)).
8. Set the **Observer Status** ([see below](#observer-status)).
9. Click **Create User**.

<figure><img src="https://2683670198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCD1iskOdIm8E2TpCd9iZ%2Fuploads%2FfzqOOojlDUHIhYsxm4sR%2FScreenshot%202026-07-22%20at%204.24.35%E2%80%AFPM.png?alt=media&amp;token=8964abb3-6e06-47c7-93c0-6ee63fa3b99d" alt=""><figcaption></figcaption></figure>

Monolith confirms once the user has been created.

{% hint style="info" %}
Offices are managed separately under **Organization > Offices**.

A user's Office assignment also determines where that user appears in **Evidence Management > Item Locations**. Users assigned to an Office are automatically available within that Office's special user Group and can be selected as destinations during supported Evidence and Storage Chain of Custody workflows.

See [**Offices**](/monolith/using-monolith/organization/offices.md) and [**Item Locations**](/monolith/using-monolith/evidence-management/item-locations.md) for more information.
{% endhint %}

#### Roles

When you open the **Role** dropdown, Monolith displays a short explanation of the access associated with each role.

<figure><img src="https://2683670198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCD1iskOdIm8E2TpCd9iZ%2Fuploads%2F2HdcQbqrEZ42elVseozN%2FScreenshot%202026-07-22%20at%204.33.53%E2%80%AFPM.png?alt=media&amp;token=106d4d2f-b71f-4228-b75b-f3040d796dbb" alt=""><figcaption></figcaption></figure>

The available roles may vary if your organization uses custom user roles. Standard Monolith roles include:

* **Super Admin:** Includes administrative privileges, the ability to delete cases and evidence, manage users, and manage settings. Provides complete access to Monolith.
* **Admin:** Provides access to all cases and evidence and the ability to edit chain of custody records.
* **User:** Provides basic access to Monolith.

If custom roles are configured, additional options may appear. Review the description displayed in the Role dropdown before assigning access.

#### Observer Status

Observer Status controls whether a user can make changes in Monolith.

Available options include:

* **Write Access:** The user can make edits and add new information based on the permissions available to their role.
* **Read Only:** The user can log in and view information but cannot make edits or add new information.

Use **Read Only** when a user needs visibility into Monolith without the ability to modify information.

### View Existing Users

<figure><img src="https://2683670198-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FCD1iskOdIm8E2TpCd9iZ%2Fuploads%2FiBa54riDf7iB4M4q0pLL%2FView%20All%20Users.png?alt=media&amp;token=28a86e4b-b757-496c-9fd0-cf799ed2a14c" alt=""><figcaption></figcaption></figure>

The Team Management screen shows users in your Monolith environment along with information such as:

* Name
* Email address
* Role
* Office
* Account status

#### Filter, Search, and Sort

Use the Team Management table to find and review users:

* **Filters:** Narrow the user list based on available criteria, such as role.
* **Search:** Find a specific user by name.
* **Sort:** Select a column header to reorder the table using that column.

#### Office Assignments and Item Locations

A user's Office assignment is also used by Monolith's Item Locations system.

Each Office contains a special user Group that is populated automatically based on the Office selected for each user in Team Management.

For example:

```
Kentucky Lab
└── Users
    └── Matt Danner
```

If Matt Danner is assigned to `Kentucky Lab`, he appears as a user destination within that Office.

Evidence and Storage Items can then be assigned or moved to that user through supported Chain of Custody workflows.

When an item is assigned to a user:

```
Current Location:
Matt Danner

Location Path:
Kentucky Lab / Users / Matt Danner
```

The user Group may have a different name in your environment. For example, an organization may rename it to **Exam Table**.

{% hint style="info" %}
Users are not manually created inside Item Locations. Assign or change their Office through **Team Management**, and Monolith automatically reflects that assignment in the Office's user location structure.
{% endhint %}

See [**Item Locations**](/monolith/using-monolith/evidence-management/item-locations.md) for information about user destinations, physical Locations, and Chain of Custody movement.

### Manage an Existing User

Select a user from the Team Management list to open their details.

If you have the appropriate administrative access, available account management actions may include:

* Send a password reset email
* Send an MFA reset
* Deactivate the user

#### Deactivate a User

Deactivate a user when they should no longer have access to your Monolith environment, such as when someone leaves your organization.

A deactivated user can no longer log in to Monolith.

{% hint style="warning" %}
User accounts are associated with activity performed throughout Monolith. When someone leaves your organization, deactivate their existing account rather than creating changes intended to remove their historical identity from prior casework.
{% endhint %}

### Related Documentation

* [**Initial Setup**](/monolith/start-here/welcome-to-monolith/initial-setup.md)
* [**Offices**](/monolith/using-monolith/organization/offices.md)
* [**Item Locations**](/monolith/using-monolith/evidence-management/item-locations.md)
* [**Login & 2FA**](/monolith/start-here/welcome-to-monolith/login-and-2fa.md)
* [**SSO Login**](/monolith/start-here/welcome-to-monolith/sso-login.md)