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 How to Add or Remove Users in Empath

Learn how to invite new users, optionally assign training during the invitation process, and permanently remove users from your Empath tenant using the new Admin experience.

Summary

The new Empath Admin experience changes where tenant administrators add, review, and remove users.

You must have the Admin role to add or delete users. Managers may be able to view many of the same Members and user-detail screens, but they cannot complete user creation or deletion.

This article covers both workflows and explains the difference between disabling and deleting a user.

What Changed

As Empath transitions to the new Admin experience:

  • The previous Members option in the main navigation has been replaced by Admin.
  • User management is now available under Admin > Account Settings > Members.
  • You can also reach the same area from your profile menu > Settings.
  • New users can now have training content assigned as part of the invitation process.
  • User deletion and other account security controls are available from the individual user's Privacy and Security settings.

Note: During the August 2026 rollout, some Empath tenants may still be using the previous interface. If your navigation still shows Members instead of Admin, the older user-management instructions may still apply to your tenant.

Admin Workflow

Before You Begin

You must have the Admin role to add or remove users.

Managers may be able to:

  • Open the Admin experience
  • View the Members list
  • Open individual member details
  • Review learning progress and other user information

However, they cannot complete the actions required to add or permanently remove a user.

Watch this section in the Loom video

Add a User1. Open the Admin Experience

You can reach the administration area in either of two ways:

  1. Click Admin in the main Empath navigation.
  2. Open your profile menu and select Settings.

Both paths provide access to the account administration area.

View this step in the Loom video

2. Open Account Settings

From the Admin experience:

  1. Select Account Settings.
  2. Select Members from the left navigation.

The Members screen displays the users currently associated with your tenant.

View this step in the Loom video

3. Select Add Member

Click Add Member on the right side of the Members screen.

The button may appear differently depending on whether you are using light or dark mode, but the label remains Add Member.

4. Enter the User's Information

Enter the new user's:

  • Name
  • Email address

If the user plans to sign in using Microsoft or Google authentication, make sure you invite the email address associated with the account they will use:

  • Use their connected Microsoft account for Microsoft sign-in.
  • Use their connected Google Workspace account for Google sign-in.

If your tenant uses email-domain allow or deny rules, the user's email domain must also be permitted by your tenant's security configuration.

View this step in the Loom video

5. Assign the User's Role

Select the appropriate role for the new user.

For a standard learner, select Member.

Make sure the selected role reflects the access the user should have after joining the tenant.

6. Optionally Assign Training Content

You can use Assign Content to select training for the user while creating their account.

Content selected here is automatically assigned when the account is created.

This allows you to prepare a new employee's initial training during the invitation process instead of waiting for them to sign in before making the assignment.

View this step in the Loom video

7. Send the Invitation

Review the:

  • Name
  • Email address
  • Role
  • Assigned content, if applicable

Then click Send Invite.

The invitation is sent to the user's email address.

View this step in the Loom video

Confirmation Steps for a New User

After sending the invitation:

  1. Return to the Members list.
  2. Confirm the user appears in the list.
  3. If you assigned content during the invitation, confirm that the assigned training appears for the user.
  4. The user should receive an email from notifications@app.empathmsp.com.

If the email address already belongs to an existing Empath user, their notification experience may differ. For example, they may receive the training assignment notification rather than a new-account invitation.

See the invitation and Members list example

Remove a User

Deleting a user is a separate process from disabling their account.

You must have the Admin role to permanently remove a user.

1. Return to Members

Navigate to:

Admin > Account Settings > Members

You can also open your profile menu > Settings, then continue to Account Settings > Members.

2. Find the User

Use the search or filter field on the Members screen to locate the user you want to remove.

View this step in the Loom video

3. Open the User's Details
  1. Click the ellipsis (...) next to the user.
  2. Select View Details.

This opens the individual member's account information.

View this step in the Loom video

4. Open Privacy and Security

From the member details screen, select Privacy and Security.

Depending on the user's account state and your tenant configuration, this area may contain options including:

  • Resend Invite
  • Reset MFA
  • Disable
  • Delete Account

Reset MFA may only be relevant for legacy tenant configurations where MFA was enforced globally.

View this step in the Loom video

5. Select Delete Account

Click Delete Account.

Empath will display a warning explaining that deleting the member is permanent.

Confirm the deletion to remove the user from your tenant.

View this step in the Loom video

Confirmation Steps for User Removal

After deleting the account:

  1. Return to the Members list.
  2. Search for the deleted user.
  3. Confirm that the user no longer appears as an active member of your tenant.

Deleting the user also removes their license consumption from the account.

Important Notes
  • Admin access is required. Managers may see many of the screens described here but cannot add or permanently delete users.
  • Deletion is permanent. Deleting an account removes the member and their training data and cannot be undone.
  • Disabling is not the same as deleting. Disabling prevents the user from logging in but does not remove their account or training data.
  • Disabling does not free a license. Delete the account if the user should be permanently removed and the license needs to be released.
  • The Disable option may depend on account status. For example, a user who has never logged in may not have a Disable option.
  • Verify SSO email addresses before inviting users. Microsoft or Google sign-in requires the user to use the appropriate connected account.
  • Tenant security rules may affect invitations. If your tenant restricts permitted email domains, confirm the new user's domain is allowed.
  • Invitation emails are sent from notifications@app.empathmsp.com.
Best Practices
  • Confirm that you have the Admin role before troubleshooting missing add or delete functionality.
  • Verify the user's email address before sending the invitation, particularly when they will use Microsoft or Google authentication.
  • Use Assign Content when onboarding new employees so their initial training is ready when they first access Empath.
  • Search for users by name instead of scrolling through a large Members list.
  • Use Disable when you only need to prevent access temporarily.
  • Use Delete Account only when the user should be permanently removed and their training data is no longer required.
Troubleshooting

I can see Members, but I cannot add or delete anyone

Confirm that your account has the Admin role.

Managers can access many Admin and Members screens but cannot complete user creation or deletion.

The new user did not receive their invitation

Confirm that:

  • The email address was entered correctly.
  • Your tenant's email-domain rules permit the user's domain.
  • Messages from notifications@app.empathmsp.com are permitted by your email and security environment.

If necessary, open the user's Privacy and Security settings and use Resend Invite.

The user cannot sign in with Microsoft or Google

Confirm that the email address used for the Empath account matches the Microsoft or Google account they are attempting to use for authentication.

I deleted a user and need to restore their training history

Account deletion is permanent and removes the user's training data. Deleted account data cannot be restored through the user-management workflow.

I disabled a user, but the license is still being consumed

Disabling prevents the user from logging in but does not remove the account or release its license.

To permanently remove the user and free the license, use Delete Account.

Related Articles

Use this article if invitation or notification emails are being blocked by your organization's email, browser, or network security controls.

Support

If you are still stuck after trying the steps above, contact Empath support at support@empathmsp.com or use the in-app chat bubble to open a support request.

Loom Video

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