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Tenant Management

How to manage tenants in the LysisAI Platform.

Prerequisites

Before you begin

  • You are logged in as Administrator or Employee
  • You have the required permissions for tenant management
  • As an employee, you can only see your assigned tenants

What are Tenants?

Tenants are customers or clients who use the LysisAI Platform:

  • Upload their own documents - Tenants can manage their own documents
  • Communication with employees - Direct conversations for inquiries
  • Data isolation - Each tenant sees only their own data
  • Assigned employees - Controlled access to tenant data

Tenant Overview

Tenant Overview

The tenant management shows all tenants in your organization:

Tenant List

  • Name - Tenant name (company or person)
  • Email - Contact email address
  • Status - Active, Inactive, or Blocked
  • Assigned Employees - Number of assigned employees
  • Documents - Number of uploaded documents
  • Actions - Edit, Deactivate, Delete

Create New Tenant

Step 1: Open Tenant Dialog

  1. Click New Tenant in the top right
  2. The dialog for creating a tenant opens

New Tenant Button

Step 2: Enter Tenant Data

Fill in the following fields:

Create Tenant Modal

  1. Company Name / Name - Name of the tenant
  2. Email Address - Primary email address of the tenant
  3. Phone Number (optional) - Contact phone number
  4. Address (optional) - Postal address
  5. Tax Number (optional) - Relevant for tax consultancies
  6. Notes (optional) - Internal notes (only visible to employees)

Required Fields

Only Name and Email are required fields. All other information is optional.

Step 3: Assign Employees

Assign employees who should have access to this tenant:

  1. Click Add Employee
  2. Select one or more employees from the list
  3. Selected employees can:
  4. View tenant documents
  5. Communicate with the tenant
  6. Upload documents for the tenant

Assign Employees

Multiple Assignment

A tenant can be assigned to multiple employees. This is useful for teamwork.

Step 4: Save Tenant

  1. Review all information
  2. Click Save
  3. The tenant receives a welcome email with login credentials
  4. Access credentials are automatically generated

Tenant Created

The new tenant can now log in and upload documents.

Edit Tenant

How to change tenant data:

  1. Click the Edit icon (pencil) in the tenant row
  2. Change the desired fields
  3. Click Save

Edit Tenant

What Can Be Edited?

  • ✅ Name - Company name or personal name
  • ✅ Contact Details - Email, phone, address
  • ✅ Assigned Employees - Add or remove
  • ✅ Status - Active or Inactive
  • ✅ Notes - Internal remarks
  • ❌ Email cannot be changed - This is the login ID

Email Change

The email address serves as the username and cannot be changed afterwards. Create a new tenant if needed.

Deactivate Tenant

To temporarily deactivate a tenant:

  1. Click the Three-dot menu (⋮) next to the tenant
  2. Select Deactivate
  3. The tenant can no longer log in
  4. All data is preserved

Deactivation vs. Deletion

  • Deactivate: Tenant cannot log in, data is preserved
  • Delete: Tenant and all data are permanently removed

Reactivate Tenant

  1. Filter the list by Inactive Tenants
  2. Click the Three-dot menu (⋮)
  3. Select Activate

Delete Tenant

CAUTION - Irreversible!

Deleting a tenant is permanent and removes: - Tenant account - All uploaded documents - All conversations - All audit logs

This action CANNOT be undone!

How to delete a tenant:

  1. Click the Three-dot menu (⋮) next to the tenant
  2. Select Delete
  3. Enter the tenant name for security
  4. Confirm deletion with Delete Permanently

GDPR Compliant

Before deleting, verify whether you are legally required to retain data (e.g., retention requirements for tax documents).

Search Tenants

Use the search function to quickly find tenants:

  1. Enter a search term in the search bar
  2. The list is automatically filtered
  3. Optionally filter by:
  4. Status (Active, Inactive, Blocked)
  5. Assigned Employee
  6. Creation Date

Search Tenants

Manage Employee Assignment

Add Employees

  1. Open the tenant for editing
  2. Click Add Employee
  3. Select employees from the list
  4. Click Add

Remove Employees

  1. Open the tenant for editing
  2. Click the X next to the employee name
  3. The employee immediately loses access

Access Revocation

When you remove an employee, they can: - No longer see the tenant's documents - No longer read or write conversations - No longer see the tenant in the list

Tenant Status

Status Overview

Status Meaning Tenant Can
Active Normal operation Log in, upload documents, communicate
Inactive Temporarily deactivated Cannot log in
Blocked Security lock Cannot log in, admin release required

Change Status

  1. Click the current status in the tenant row
  2. Select the new status from the dropdown
  3. Optional: Enter a reason
  4. The status is updated immediately

View Tenant Documents

As administrator or assigned employee, you can view a tenant's documents:

  1. Click the tenant name in the list
  2. Select View Documents from the context menu
  3. You see all documents of this tenant

Data Protection

Only administrators and explicitly assigned employees can view tenant documents.

Conversations with Tenants

View Conversation History

  1. Click the tenant name
  2. Select View Conversations
  3. You see all conversations with this tenant

Start New Conversation

  1. Click New Conversation in the tenant details view
  2. Enter a subject
  3. Write your message
  4. Click Send

Conversation with Tenant

Tenant Statistics

Overview per Tenant

Each tenant shows the following statistics:

  • Total Documents - Number of all uploaded documents
  • Documents This Month - Uploads in the current month
  • Storage Space - Used storage (e.g., 42 MB of 500 MB)
  • Last Activity - When last logged in
  • Open Conversations - Number of unanswered messages

Tenant Dashboard

Click on a tenant to see detailed statistics:

  • Documents by category
  • Documents by year
  • Communication history
  • Activity history

Bulk Operations

Manage Multiple Tenants at Once

  1. Select tenants from the list (checkboxes)
  2. Click Actions in the top right
  3. Available bulk operations:
  4. Activate - Activate all selected tenants
  5. Deactivate - Deactivate all selected tenants
  6. Assign Employee - Assign the same employee to all
  7. Export - Export tenant list as CSV

Caution with Bulk Operations

Bulk operations affect all selected tenants simultaneously. Review your selection carefully.

Import Tenants

CSV Import

You can import tenants from a CSV file:

  1. Prepare a CSV file with columns:
  2. name (required)
  3. email (required)
  4. phone (optional)
  5. address (optional)

  6. tax_number (optional)

  7. Go to Tenants → Import

  8. Upload the CSV file
  9. Review the preview
  10. Click Import

Download Sample CSV

Download a template at Tenants → Download Sample CSV

Export Tenants

Export Tenant List as CSV

  1. Go to Tenants
  2. Optional: Filter the list by your criteria
  3. Click Export in the top right
  4. Select CSV Export
  5. The file is downloaded

Export contains: - Name - Email - Status - Assigned employees - Number of documents - Creation date - Last activity

Tenant Email Templates

Customize Welcome Email

Customize the email that new tenants receive:

  1. Go to Settings → Email Templates
  2. Select Tenant Welcome Email
  3. Edit the text
  4. Available placeholders:
  5. {{NAME}} - Tenant name
  6. {{EMAIL}} - Email address
  7. {{PASSWORD}} - Temporary password
  8. {{LOGIN_URL}} - Link to login page

Email Template

Security and Data Protection

GDPR Compliance

All tenant data is managed in GDPR-compliant manner:

  • Consent: Tenants agree to privacy policy at first login
  • Data Minimization: Only necessary data is stored
  • Right to Deletion: Tenants can request deletion at any time
  • Data Portability: Export all tenant data as ZIP
  • Access Logs: All access is logged in the audit log

Log Data Access

All access to tenant data is automatically logged:

  1. Go to Settings → Audit Log
  2. Filter by tenant name or employee
  3. View all access with:
  4. Who accessed
  5. When accessed
  6. What action was performed
  7. IP address (anonymized)

Common Problems

Problem Solution
Tenant cannot log in Check if status is "Active"
Employee cannot see tenant Check employee assignment
Email not arriving Check email address and spam folder
Tenant cannot upload document Check upload limits and storage space
Forgot password Use "Reset Password" in tenant editing

Best Practices

  1. New Tenants:
  2. Capture complete contact details
  3. Assign at least one employee
  4. Verify welcome email

  5. Prepare initial category structure

  6. Employee Assignment:

  7. Define clear responsibilities
  8. Establish backup arrangements

  9. Review regularly

  10. Data Archiving:

  11. Deactivate inactive tenants instead of deleting
  12. Observe retention periods

  13. Conduct annual review

  14. Communication:

  15. Regular check-ins with tenants
  16. Fast response times
  17. Professional communication