Users and roles
Polaris uses email and password accounts that admins create. There is no public sign-up. The first admin account is created when Polaris is installed, and that admin adds everyone else.
| Role | Can |
|---|---|
| Admin | Everything: users, models, settings, integrations, usage and costs. |
| Context Admin | Manage the project context (File Explorer, recommendations, tests) and see chat replays. |
| User | Chat, build stories, share, and connect AI clients over MCP. |
| Viewer | Read what is shared with them. Viewers cannot use MCP or the advanced settings. |
New users get the User role unless an admin picks another.
Add a user
Section titled “Add a user”- Go to Settings › Users & Groups and select Add User to Project.
- Enter the person’s Email, and optionally pick a group.
- If the email has no account yet, Polaris asks for a Name. Enter it.
- Select Add member.
Polaris creates the account with an 8-character temporary password and shows it once, with a Copy password button. Polaris also emails the person, with the subject “You’ve been added to team on Polaris”. Save the password or send it safely: you cannot see it again after you close the dialog. The user must change it at first sign-in.
You can also add people to the organization from Settings › Members (Add Member to Organization).
Change a user
Section titled “Change a user”Each user row has a menu:
- Edit user opens Edit Profile, where you change the name and the role.
- Reset password creates a new temporary password and shows it to you. The user gets an email and must change the password at the next sign-in.
- Remove takes the user out of the project.
Users who forget their password can also reset it themselves from the sign-in page with Forgot password.
Groups
Section titled “Groups”Groups let you give different people different features and access. Every project has a group called All Users, and you can add up to 3 custom groups in Settings › Users & Groups › Manage Groups.
For each group you can control:
- Features: Stories, Custom stories (needs Stories) and Automations.
- All settings: whether members see the advanced settings pages.
- Sharing: Allow sharing to entire project, and which groups members can share with.
- Skills: which skills members can use, and up to 50 skills to preload for them.
- Data access: which tables, docs, files and MCP servers members can use.
- Tool call density: how much detail members see about the agent’s steps.
RULES.md can also show instructions to some groups only. See Rules for some groups only.
Row-level security
Section titled “Row-level security”The Security tab in Settings › Users & Groups sets row-level security, so members see only the rows they are allowed to see.
Users from Slack
Section titled “Users from Slack”When the Slack option Auto-create users from Slack is on, Polaris creates accounts for Slack users from allowed email domains the first time they message the bot. See Slack.