Admin Guide Pro

Learn how to manage users, roles, and administer SafeRag in Multi-User mode.

Multi-User Mode Overview

Multi-User mode enables multiple people to use SafeRag on the same Mac with separate accounts. This is ideal for:

  • Families sharing a home computer
  • Teams sharing a workstation
  • Security-conscious users who want account separation
  • Organizations requiring user accountability and audit trails
💡 Pro Feature
Multi-User mode with admin controls is a Pro feature. The free tier supports Single User mode only. During the trial, you can test all Multi-User features.

User Limits

Plan Maximum Users
Free 1 user (Single User mode)
Pro Up to 5 users

User Roles

SafeRag uses role-based access control (RBAC) with two roles:

👑

Admin

Full access to all features including user management, compliance settings, and system configuration.

👤

User

Standard access to chat, documents, and models. Cannot manage other users or access admin features.

Role Permissions

Feature Admin User
Chat & Sessions ✅ ✅
Upload Documents ✅ ✅
Manage Models ✅ ✅
View Compliance ✅ ✅
Create Users ✅ ❌
Delete Users ✅ ❌
Change Roles ✅ ❌
Reset Passwords ✅ ❌
View Audit Logs ✅ ❌
Export All Data ✅ ❌

Admin Panel

The Admin Panel is where you manage users and access admin-only features.

Accessing the Admin Panel

As an admin, you'll see an Admin section in the sidebar. Click it to access the Admin Panel.

📸
Screenshot: Admin Panel
Capture the Admin Panel showing the user list with columns for username, role, email, and action buttons (Edit, Delete, Reset Password).
admin-panel-user-list.png

Creating Users

Open Admin Panel

Navigate to the Admin section from the sidebar.

Click Create User

Click the Create User button.

Enter User Details

Fill in the required information:

  • Username - Unique identifier
  • Email - Optional, for account recovery
  • Password - Initial password
  • Role - Admin or User

Save User

Click Create to add the user. Share the credentials securely with the new user.

📸
Screenshot: Create User Dialog
Capture the Create User dialog showing fields for username, email, password, confirm password, and role selection.
create-user-dialog.png
💡 Secure Password Sharing
Share initial passwords through a secure channel. Ask users to change their password on first login.

Managing Existing Users

Changing User Roles

To promote a user to admin or demote an admin to user:

  1. Find the user in the Admin Panel
  2. Click the role dropdown or edit button
  3. Select the new role
  4. Confirm the change
⚠ Admin Removal
You cannot remove admin role from the last admin account. There must always be at least one admin.

Resetting Passwords

If a user forgets their password and doesn't have recovery codes:

  1. Find the user in the Admin Panel
  2. Click Reset Password
  3. Enter a new temporary password
  4. Share the new password securely with the user

Deleting Users

To remove a user account:

  1. Find the user in the Admin Panel
  2. Click the Delete button
  3. Confirm the deletion
⚠ Data Deletion
Deleting a user removes all their data including chat history and uploaded documents. This action cannot be undone.

First Admin Setup

During onboarding in Multi-User mode, the first user automatically becomes an admin. This ensures someone can manage the system from the start.

Initial Admin Responsibilities

  • Create additional user accounts
  • Configure system settings
  • Set up retention policies
  • Enable backups

Data Isolation

In Multi-User mode, each user's data is isolated:

Data Type Isolation
Chat Sessions User-specific - only visible to owner
Uploaded Documents User-specific - only visible to owner
Settings Some user-specific, some system-wide
AI Models Shared - all users access the same models
💡 Shared Models
AI models are shared across all users to save disk space. When one user downloads a model, all users can use it.

Admin Best Practices

💡 Multiple Admins
Consider having two admin accounts. This ensures someone can always manage the system if one admin is unavailable.
💡 Regular Audits
Periodically review the user list and audit logs. Remove accounts for users who no longer need access.
💡 Strong Passwords
Enforce strong password requirements and encourage users to use unique passwords.

Switching to Multi-User Mode

If you started in Single User mode and want to switch:

Open Settings

Press Cmd + , to open Settings.

Go to General

Navigate to the General tab.

Change User Mode

Select Multi-User from the User Mode option.

Complete Setup

You may need to set up your admin account credentials if not already configured.

Next Steps

🔒 Compliance & Security 🛠 Troubleshooting