Digital Showroom lets you invite team members, assign roles, and control who has access to your product portfolios. This article covers how to view, invite, edit, and remove users from your Digital Showroom organization.

!!! note "Admin only" Only users with the Administrator role can manage users. You need the users:write permission to invite, edit, or delete users.

View the user list

To view all users in Digital Showroom, go to User management > Users. The list displays the following information for each user:

• Name -- the user's display name, or their email address if they have not yet completed registration
• Email -- the user's email address
• User role -- User or Administrator
• User group -- the user groups the user belongs to
• Status -- Active, Invite sent, or Invitation expired
• An SSO badge, shown when the user authenticated via Single Sign-On

The screenshot above shows the Digital Showroom user list with columns for name, email, user role, user group, and status. Each row has a delete icon on the right.

You can sort the list by clicking the Name, Email, or Status column headers. Click a header again to toggle between ascending and descending order.

Search and filter users

To search for a specific user in Digital Showroom, use the search bar at the top of the User management > Users page. You can search by name or email address.

To filter the list by status, click the Filters button next to the search bar. The available status filters are:

• Display all -- show all users regardless of status
• Active -- users who have accepted their invitation and can log in
• Invite sent -- users who have been invited but have not yet created their account
• Invitation expired -- users whose invitation expired before they accepted it

The screenshot above shows the Filters panel in Digital Showroom with checkboxes for Display all, Active, Invite sent, and Invitation expired.

Invite users

To invite new users to Digital Showroom:

1. Go to User management > Users.
2. Click Invite users in the upper-right corner.

3. Fill in the following fields for each person you want to invite:

   • User email (required) -- the email address of the person to invite.
   • Role (required) -- select User or Administrator. See Understand user roles for details on what each role can do.
   • User groups (required) -- select one or more user groups. User groups determine which portfolios the invited user can access. At least one user group must be selected.

4. To invite multiple users in a single operation, click Add another user. You can invite up to 10 users per batch.

5. Click Save to send the invitation emails.

The screenshot above shows the Digital Showroom invite users form with fields for User email, Role, and User groups, plus an "Add another user" link.

Each invited user receives an email with a link to create their account. The invitation link is valid for 7 days. Once a user accepts the invitation and completes registration, their status changes from Invite sent to Active.

Edit a user

To update a user's role or user group assignments in Digital Showroom:

1. Go to User management > Users.
2. Click on the user row you want to edit.

3. On the user detail page, update any of the following:

   • Role -- change between User and Administrator. You cannot change your own role.
   • User groups -- add or remove user group assignments for non-SSO users. This controls which portfolios the user can access.

4. Click Save to apply your changes.

The screenshot above shows the Digital Showroom user detail page with fields for Role and User groups, and a Save button.

Resend an invitation

Invitations in Digital Showroom are valid for 7 days. If a user's invitation expires before they accept it, their status changes to Invitation expired.

To resend the invitation:

1. Go to User management > Users.
2. Find the user with the Invitation expired status.
3. Click the Resend button that appears next to the expired status badge.

The user receives a new invitation email with a fresh 7-day expiration period.

Delete a user

To permanently remove a user from Digital Showroom:

1. Go to User management > Users.
2. Click the delete icon on the row of the user you want to remove.
3. Review the user's details in the confirmation dialog (name, email, status, and roles).
4. Click Delete User to permanently remove the user.

The screenshot above shows the Digital Showroom delete user confirmation dialog displaying the user's name, email, status, and roles, with Cancel and Delete User buttons.

Understand user roles

Digital Showroom has two roles:

Administrator

Administrators have full access to all configuration pages, including portfolios, user management, user groups, Single Sign-On settings, branding, and analytics. Administrators can invite and manage other users. Administrators can also browse portfolios and view products just like regular users.

User

Users can browse portfolios, view product details, and generate exports. Users cannot access the administration area.

When inviting a new user, the default role is User. You can change a user's role to Administrator at any time from their user detail page, as long as they have already accepted their invitation and their status is Active.

How users, user groups, and portfolios connect

Access to portfolios in Digital Showroom is managed through user groups, not assigned directly to individual users:

• Portfolios are assigned to user groups.
• Users are members of one or more user groups.
• A user can access a portfolio only if they belong to a user group that has that portfolio assigned.

This model makes it straightforward to manage team changes: you update group memberships rather than adjusting every user's portfolio access individually.

See Manage user groups for instructions on creating and configuring user groups.