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Role and User Management

Common Role Operations​

Common role management tasks include creating roles, editing role settings, copying roles, deleting roles, and reordering roles.

  • 1. Create a Role
    Click Create Role to create a new role.

  • 2. Edit a Role
    Click the role name to edit its configuration.

  • 3. Copy a Role
    Click the three-dot menu next to the role and select Copy. This copies only the role's permission settings and description. Users assigned to the original role are not copied.

  • 4. Delete a Role
    Click the three-dot menu next to the role and select Delete. When deleting a role, you can either move its members to another role or remove them from the application. If users belong to multiple roles, deleting this role does not affect the permissions granted by their other roles.

  • 5. Reorder Roles
    Drag the six-dot handle on the left side of a role to change its position. The Administrator role always remains at the top of the list.

User Management​

After configuring roles, switch to the User tab to add and manage users assigned to roles.

On the User tab, you can view All Users, Pending Users, External Collaborators, or browse users by role.

Manage Users by Category​

In this view, you can manage existing users only. You can change a user's role or remove them from the application, but you cannot add new users here. To add users, first select a role and then add users to that role.

  • All — Displays all users, job positions, departments, and organization roles across every role. Each user is labeled with the roles they belong to.

    From the All view, you can export all users. If role members are added through Departments, Job Positions, or Organization Roles, the export includes only the corresponding department, position, or organization role names rather than expanding them into individual users.

  • Apply to Join: Shows users who have applied to join a role but have not yet been approved. Admins can approve or reject these requests and assign roles.

  • Collaborators: Users from outside your organization who have been added to roles in the app.

Manage Users by Role​

Click on a role name to add users to that role, reassign them, or remove them.

Add Users​

Learn how to add users to a role

Reassign or Remove Users​

Transfer App Ownership​

Each app has one owner, who has exclusive rights to delete the app. Other than that, the app owner has the same permissions as an app administrator.

If the current owner leaves or needs to transfer ownership, you can do so from this section.

Restrict Role/User Visibility to Non-Admins​

If Allow viewing is enabled, all users can see the list of roles and users.

If unchecked, non-admins won't see the User icon. However, they can still view the app administrator name in the app description section.

Notification Messages for Regular Users​

By default, users will receive notifications when:

  • They are added to the app
  • Their role is changed
  • They are removed from the app

If these notifications are too frequent, you can disable them. Once turned off, users will no longer receive such alerts.

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