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For Users

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Logging In

Users receive accounts from administrators. There is no self-registration.
Login page with username and password fields
1

Navigate to login

Open Private AI in your browser.
2

Enter credentials

Type your username and password provided by your administrator.
3

Sign in

Click Sign in.
If you forget your password, contact an administrator to reset it.

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User Roles

RoleDescriptionPermissions
AdminFull system accessCreate, read, update, and delete all user accounts; manage system settings
DeveloperStandard user accessAccess assigned projects and tasks; use AI coding agents
Admin users are marked with a shield icon in the user list.

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For Administrators

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Accessing User Management

1

Open Settings

Click the settings icon in the top navigation bar.
2

Navigate to User Management

Select User Management from the left sidebar under Preferences.
User Management settings page

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Role Permission Matrix

Use the permission matrix to toggle what each role can do. Admin permissions are locked.
Role permission matrix showing permissions per role

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Adding a Role

1

Click New Role

Click the + New Role button to create a custom role.
New Role button in Custom Roles section
2

Fill role details

Provide a name, display name, description, color, and permissions before saving.
Create New Custom Role form with fields and permission chips

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Adding a User

1

Click Add User

Click the + Add User button in the top-right corner.
2

Fill in details

Enter:
  • Username: Unique identifier
  • Password: Secure password
  • Role: Admin or Developer
Add New User dialog
3

Create

Click Create User. The user can log in immediately.

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Editing a User

1

Open Edit dialog

Click the Edit icon (pencil) in the Actions column.
Edit User dialog
2

Update details

Modify username or role as needed.
3

Save

Click Save to apply changes.

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Changing a User’s Password

1

Open Change Password

Click the Change Password icon in the Actions column.
Change Password dialog
2

Enter new password

Enter and confirm the new password.
3

Save

Click Save to update the password.

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Linking to OpenProject

  1. Click the Link icon (chain link) in the Actions column
  2. Follow the OpenProject authentication flow
  3. The OPS column will show “Link to OPS” once linked

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Deleting a User

Deleting a user is permanent. User data and task history will be removed.
  1. Click the Delete icon (bin) in the Actions column
  2. Confirm the deletion

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Security Best Practices

  • Strong passwords: Mix of uppercase, lowercase, numbers, and symbols
  • Least privilege: Assign Developer by default; grant Admin only when needed
  • Regular audits: Review and remove inactive accounts
  • Secure credentials: Never share login credentials

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Troubleshooting

  • Verify username spelling (case-sensitive)
  • Check if password was changed by an admin
  • Ensure the account hasn’t been deleted
  • Confirm you have Admin role
  • Check username is unique
  • Ensure all required fields are completed