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Overview

The user management system in Kitsu allows administrators to create, edit, and manage user accounts across your animation, VFX, or video game production studio. You can control user access, assign roles, manage departments, and track team member activity.

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Accessing User Management

Navigate to the People page from the main menu. This page displays all users in your studio and provides tools for managing user accounts.

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User Roles

Kitsu supports several user roles with different permission levels:
  • Admin: Full system access, can manage users, productions, and settings
  • Manager: Can manage productions and assign tasks
  • Supervisor: Can review work and manage team tasks
  • User: Standard artist/team member with task access
  • Client: External reviewers with limited access
  • Vendor: External studio partners

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Adding New Users

1

Click New Person

Click the New person button in the top-right corner of the People page.
2

Fill in User Details

Enter the required information:
  • Email: User’s email address (used for login and notifications)
  • First Name: User’s first name
  • Last Name: User’s last name
  • Phone: Optional phone number
  • Role: Select the appropriate role
  • Department: Assign to one or more departments
  • Studio: Assign to a specific studio (for multi-studio setups)
  • Contract Type: Employment type
3

Save and Invite

Choose one of the following options:
  • Create: Save the user without sending an invitation
  • Create and Invite: Save the user and send an invitation email
  • Invite: Send an invitation to an existing user
When you create and invite a user, they will receive an email with instructions to set up their account and create a password.

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Editing User Information

Click the Edit button next to any user to modify their details:
  • Update personal information (name, email, phone)
  • Change role and permissions
  • Modify department assignments
  • Update studio assignment
  • Change contract type
  • Toggle active status
The People page includes powerful filtering options:

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Search Field

Search for users by name or email. The search supports:
  • Full name search (e.g., “John Doe”)
  • Partial matches
  • Saved search queries

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Filter Options

  • Studio: Filter by studio (for multi-studio organizations)
  • Department: Show only users in specific departments
  • Role: Filter by user role (admin, user, client, etc.)

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Active/Inactive Tabs

Switch between viewing:
  • Active: Currently active users
  • Inactive: Deactivated user accounts
Use saved search queries to quickly access frequently used filters.

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Managing User Avatars

Click on a user’s avatar to:
  • Upload Avatar: Add or update profile picture
  • Delete Avatar: Remove the current profile picture
Supported formats include PNG, JPG, and GIF.

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Password Management

As an administrator, you can:
  1. Reset User Password: Click Change Password on any user
  2. Set New Password: Enter and confirm the new password
  3. User Receives: The user can now log in with the new password
Password changes take effect immediately. Make sure to communicate the new credentials securely to the user.

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Two-Factor Authentication

Administrators can disable two-factor authentication for users who have lost access to their authentication device:
  1. Edit the user’s profile
  2. Click Disable 2FA if available
  3. User can re-enable 2FA in their profile settings

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Importing Users (CSV)

Bulk import users via CSV file:
1

Prepare CSV File

Create a CSV file with the following columns:Required columns:
  • Email
  • First Name
  • Last Name
Optional columns:
  • Phone
  • Role
  • Contract Type
  • Studio
  • Active
2

Import

  1. Click the Import button
  2. Upload your CSV file
  3. Map the CSV columns to Kitsu fields
  4. Preview the import
3

Review and Confirm

Review the import preview and confirm to create the users.
The CSV import will skip existing users (matched by email) and can update their information if needed.

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Exporting Users

Export the user list to CSV:
  1. Click the Export button
  2. Download the generated CSV file containing all user information
The export includes all user fields and can be used for backup or reporting purposes.

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Deactivating Users

Instead of deleting users, it’s recommended to deactivate them:
  1. Edit the user profile
  2. Uncheck the Active checkbox
  3. Save changes
Deactivated users:
  • Cannot log in
  • Remain in the system for historical data
  • Can be reactivated later
  • Appear in the “Inactive” tab

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Deleting Users

Deleting users is permanent and should be done with caution. Consider deactivating instead.
To delete a user:
  1. Click the Delete button next to the user
  2. Type the user’s full name to confirm
  3. Click Confirm to permanently delete
You cannot delete users who have created content or been assigned tasks. Deactivate these users instead.

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User Limits

Some Kitsu installations may have user limits based on licensing:
  • When the limit is reached, you cannot add new active users
  • You can deactivate existing users to free up slots
  • Inactive users do not count toward the limit

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Best Practices

User Management Tips

  • Assign appropriate roles based on job function
  • Use departments to organize teams logically
  • Regularly review and deactivate unused accounts
  • Use CSV import for onboarding multiple users
  • Save common search filters for quick access
  • Keep user information up to date

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