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User and Tenant Management in Flametree

Flametree uses a tenant-based structure to manage users, roles, and organizational settings.

This article explains how to register, invite users, assign roles, and configure your tenant.

Registration and First Tenant​

To start using Flametree:

  1. Go to the Flametree Portal and click Sign Up.
  2. Register with your email and password, or sign in with Google.
  3. Select a data storage region when prompted.

After completing registration, Flametree automatically creates your first tenant (workspace) and assigns you the Tenant Admin role.

💡 Tip: Tenant Admins can manage all users, billing, and integrations.

Managing Users​

User management takes place in Identity → Users.
Here, you can invite new team members, assign roles, and manage permissions.

Add a New User​

  1. Open Identity → Users.
  2. Click Add User and complete the form:
    • Name and Email — required
    • Password — temporary password for first login
    • Tenant — your organization’s workspace (usually prefilled)
    • Role — choose access level (see below)
  3. Save your changes. The new user can now sign in.

⚠️ Only Tenant Admins can add or remove users.

Roles and Permissions​

Each user in Flametree has one of three roles:

RoleAccess Scope
Tenant AdminFull control — can create, edit, and delete AI agents, manage billing, integrations, and users.
Tenant UserLimited access — can test and review agents in the Playground, but cannot edit or delete anything.
Tenant ViewerRead-only access — can view agents, sessions, and configurations without making changes.

You can change a user’s role at any time in Identity → Users → Edit.
Role changes take effect immediately.

Managing the Tenant​

A tenant represents your company’s workspace within Flametree.
It contains your AI agents, integrations, knowledge bases, and billing details.

To edit tenant information:

  1. Go to Identity → Tenant.
  2. Click Edit Tenant.
  3. Update the company details, such as:
    • Name, Description, Phone, and Website
    • Billing email, Country, Address, ZIP code
  4. Save your changes.

You can also copy the Tenant API key from this section to use with private API methods.
Keep this key secure and regenerate it if needed.

Public Tenant (Library)​

If you’re a Flametree Partner, you’ll also see a Public Tenant (Library).
It includes demo agents that you can copy and adapt for your own use cases.

You can:

  • Export agents from the library
  • Import them into your tenant
  • Edit and run them freely

Access the Public Tenant via the dropdown at the bottom of the sidebar.

Best Practices​

  • Assign Tenant User roles to new team members first; upgrade to Admin when necessary.
  • Regularly review access and remove inactive users.
  • Keep billing and contact information up to date.
  • Protect your API keys and regenerate them if compromised.

Troubleshooting​

Details

New user can’t access certain features Check their role. Only Tenant Admins have full platform access.

Details

Can’t add new users You must have the Tenant Admin role to invite or remove users.

Details

Lost access to tenant settings Contact another Tenant Admin. Each tenant must have at least one admin user.

This guide explains how to register in Flametree, manage users, assign roles, and configure tenant settings.

Registration and Initial Setup​

How to Register​

  1. Go to the Flametree portal
  2. Click the Sign Up button
  3. Fill out the registration form:
    • Email — enter a valid email address
    • Password — create and enter a secure password
  4. Alternatively, register using a Google account
  5. Follow the registration wizard:
    • Select a data storage region
  6. Upon completion, your first account (tenant) is automatically created

💡 Note: After registration, you automatically receive Tenant Admin privileges for your new tenant.

User Management​

All user management tasks are handled through the Identity section in the left navigation panel.
This area lets you invite new team members, assign roles, and control permissions.

When you first register, you’ll see only your account in the list of users. From there, you can expand access to colleagues and define what they can do within your tenant.

Accessing User Management​

After registration, you gain access to the Identity section to manage users:

  • In the left-side menu, go to Identity → Users
  • The Users tab lists all users in your account

By default, there will be only one user — yourself.

Adding New Users​

  1. Go to Identity → Users and click Add User
  2. Fill out the form:
    • Name — user's name
    • Email — valid email address
    • Password — set a password
    • Tenant — select the tenant (usually only one available)
  3. Assign a role (see role descriptions below)

⚠️ Warning: Only Tenant Admins can add or remove user accounts. New users can sign in immediately after being added.

User Roles and Permissions​

Each user in Flametree has a specific role that defines their access:

RoleDescriptionPermissions
Tenant AdminFull administrative access• Create, edit, delete AI agents
• Manage knowledge bases and integrations
• Add/remove users and change roles
• Manage billing and subscriptions
• Access AI agent/session logs
• Configure integrations (channels, LLM, STT/TTS)
Tenant UserLimited access for testing• Access to Playground only
• Test AI agents and review dialogues
• No access to create/delete agents or manage users
Tenant ViewerRead-only access• View agents and their configurations
• View knowledge bases and session logs
• Cannot create, edit, or run AI agents
• Cannot modify knowledge bases or integrations

Managing User Roles​

Who can assign roles:

  • Only users with Tenant Admin rights

How to change a user's role:

  1. Go to Identity → Users
  2. Find the user in the list
  3. Click Edit
  4. Select the new role
  5. Save changes

💡 Note: Role changes take effect immediately after saving.

Tenant Management​

A tenant represents your organization’s workspace in Flametree. It contains all agents, integrations, knowledge bases, and billing details for your company.

Users with the Tenant Admin role can manage the organization (Tenant) created during registration.

Accessing Tenant Settings​

To start configuring, go to: Home → Identity → Tenant

The Tenant section offers:

  • Viewing a list of available tenants (by default, only one is created at registration)
  • Copying the tenant's API key (used for "private" API methods)
  • Editing tenant details

Editing Tenant Information​

  1. Go to Identity → Tenant and click Edit Tenant
  2. Fill in the following fields:
    • Name – Company name (tenant)
    • Description – Description of the tenant
    • Phone – Company contact number
    • Billing email – Company billing email
    • Country – Select from the dropdown list
    • Street – Optional company mailing address
    • ZIP code – Postal code
    • Website – Company website

Public Tenant (Library)​

If your account is registered as a Flametree partner, you gain access to the Public Tenant (Library):

  • The public tenant contains demo agents that can be copied and used in your own projects
  • Access the public tenant via the dropdown menu at the bottom of the sidebar

Working with Demo Agents​

What you can do with demo agents:

  • Export AI agents from the public tenant
  • Import AI agents into your working tenant
  • Edit and run AI agents tailored to your use case

Best Practices​

  • Role Assignment: Start new team members with Tenant User role for testing, then upgrade to Tenant Admin only when necessary
  • Security: Regularly review user access and remove inactive users
  • Documentation: Keep tenant information up-to-date for billing and support purposes
  • API Keys: Protect your tenant's API key and regenerate if compromised

Common Issues & Solutions​

New user cannot access certain features

Check the user's role assignment. Only Tenant Admins have full access to all features. Tenant Users can only access the Playground, and Tenant Viewers have read-only access.

Cannot add new users

Ensure you have Tenant Admin privileges. Only Tenant Admins can add or remove users from the system.

Lost access to tenant settings

Contact your organization's Tenant Admin or create a new account if you're the sole user. At least one Tenant Admin must exist per tenant.

FAQ​

How to create a new user in the system?

There are two ways to create a new user:

  1. Via Self-Registration

    • Go to the system login screen
    • Click the Registration button
    • Fill out the registration form (name, email, password)
    • The system will automatically create a new tenant and a user with the Tenant Admin role

  2. Via manual addition (if you are already a Tenant Admin)

    • Log into the system using your account
    • Open the menu and go to Identity → Users
    • Click Add User
    • Fill in the required fields (Name, Email, Password, Tenant, Role)

📋 Important Notes:

  • Only users with the Tenant Admin role can add new users within their account
  • Self-registration creates a single user with the Tenant Admin role
  • Each user is assigned to one tenant only
What are the different user roles and their permissions?
RoleAccess Rights
Tenant AdminFull administrator rights: can create/delete users, configure AI agents, integrations, and billing
Tenant UserAccess only to the Playground section: can test AI agents but cannot change settings
Tenant ViewerRead-only: can view AI agents and sessions but cannot make any changes

How to create a new user in the system?​

There are two ways to create a new user:

  1. Via Self-Registration
    • Go to the system login screen.
    • Click the Registration button.
    • Fill out the registration form (name, email, password).
    • The system will automatically create a new tenant and a user with the Tenant Admin role.
  2. Via manual addition (if you are already a Tenant Admin)
    • Log into the system using your account.
    • Open the menu and go to Identity → Users.
    • Click Add User.
    • Fill in the following fields:
      • Name — user's name
      • Email — valid email address
      • Password — login password
      • Tenant — usually there will be only one option: your current tenant
      • Role — choose one of the available roles:
RoleAccess Rights
Tenant AdminFull administrator rights: can create/delete users, configure AI agents, integrations, and billing.
Tenant UserAccess only to the Playground section: can test AI agents but cannot change settings.
Tenant ViewerRead-only: can view AI agents and sessions but cannot make any changes.

📋 Important Notes:

  • Only users with the Tenant Admin role can add new users within their account.
  • Self-registration creates a single user with the Tenant Admin role — you can use this account immediately or add additional users.
  • Each user is assigned to one tenant only.

Quick steps to add a new user:

  1. Open Identity → Users.
  2. Click Add User.
  3. Enter name, email, and password.
  4. Select a role.
  5. Save the changes.

The new user will immediately appear in the list and will be able to log into the system.