Managing Users and Groups

Managing Users

Admins of a workspace can invite users to the workspace or archive/unarchive the existing users of a workspace. To manage users in a workspace, go to the Workspace Settings from the left sidebar on the dashboard and select Users.

Inviting Users

Admins can invite anyone to a workspace using the email address. To invite a user:

• Click on the Add users button on the top right corner of the Users page.

  

• On clicking the Add users button, a drawer will open from the right. Click on the Invite with email tab. Fill in the required information for the new user, including their Full Name, Email address, and select the desired group(s) from the dropdown menu to assign them. Once you have entered all the details, proceed by clicking the Invite Users button.

  Note: The All Users group is the default group for all the users in a workspace. You can also create a new group and assign it to the user.

  

• An email including the Invite Link to join the workspace will be send to the invited user. The status will turn from Invited to Active after the user successfully joins your workspace using the invite link.

  TIP: You can also copy the invitation url by clicking on the Copy link next to Invited status of the invited user.

  

• You can also Bulk Invite Users by editing and uploading the sample CSV file including all the users details. Click on the Add users button and select the Bulk Invite tab.

  

Edit User Details

Admins of a workspace can edit the details of any user in their workspace. The details include adding or removing the user from a group. To edit the details of a user:

• Go to the Users settings from the Workspace Settings.

• Click on the kebab menu next to the user you want to edit and select Edit user details.

• A drawer will open from the right. Admins can add or remove the user from a group. Once you have made the changes, click on the Update button.

  

Archive User from a Workspace

Admins of a workspace can archive any user from their workspace. Archiving a user will disable their access to the workspace.

Info: An archived user from a workspace can still be invited to the other workspaces unless they are archived at instance level from the Settings page.

To archive a user:

• Go to the Users page from the Workspace Settings.

• Click on the kebab menu next to the user you want to archive and select Archive.

• Once the user is archived, the status will change from Active to Archived.

  

Unarchive User from a Workspace

Admins of a workspace can unarchive any user from their workspace. Unarchiving a user will enable their access to the workspace.

Info: A user who is Archived at instance level from the Settings page, if Unarchived from a workspace, will automatically be Unarchived at instance level as well.

To unarchive a user:

• Go to the Users page from the Workspace Settings.

• Click on the kebab menu next to the user that is archived and select Unarchive option.

• Once the user is unarchived, the status will change from Archived to Invited. The user will have to join again using the invite link received via the e-mail.

  

Managing Groups

On ToolJet, Admins and Super Admins can create groups for users added in a workspace and grant them access to particular app(s) with specific permissions. To manage groups, just go to the Workspace Settings from the left-sidebar of the dashboard and click on the Groups.

Group properties

Every group on ToolJet has four sections:

• Apps
• Users
• Permissions
• Data Sources

Apps:

Admins and Super Admins can add or remove any number of apps for a group of users. To add an app to a group, select an app from the dropdown and click on Add button next to it. You can also set app permissions such as View or Edit for the group. You can set different permissions for different apps in a group.

Users:

Admins and Super Admins can add or remove any numbers of users in a group. Just select a user from the dropdown and click on Add button to add it to a group. To delete a user from a group, click on Delete button next to it.

Permissions:

Admins and Super Admins can set granular permission for the users added in that particular group, such as:

• Create and Delete Apps
• Create, Update, and Delete Folders
• Create, Update, and Delete Workspace Constants
• Create and Delete Data Sources

Data Sources

Only Admins and Super Admins can define what data sources can be viewed or edited by the users of that group.

tip

All the activities performed by any Admin, Super Admin or any user in a workspace is logged in Audit logs - including any activity related with managing users and groups.

Predefined Groups

By default, every workspace will have two User Groups:

1. All Users

This group contains all the users and admins.

Apps	Users	Permissions
You can add or remove apps.	Modification is disabled. This group will have all the users and admins added in a workspace.	You can edit permissions for all the users globally.

2. Admin

This group contains admins by default. Admins can add more admins or remove the users in this group.

Apps	Users	Permissions
Modification is disabled. By default, this group has Edit permission for all the apps in a workspace	Admins can add or remove users in this group.	Modification is disabled. By default, all the admins can create and delete apps or create folders.

Creating new group (Paid plans only)

Option to create a new group is available in the paid plans only. To create a new group:

• Click on Create new group button in the Groups page.

  

• Enter a name for the group and click Create Group button.

  

• Once the group is created, you can add Apps, Users and set their Permissions for that group.

  

Deleting a Group

To delete a group, click on Delete next to it. It will confirm whether you want to delete it or not, Click on Yes to delete the group.