Manage users

Summary

As an administrator, you invite team members to Digital Showroom, assign their role, and control which Portfolios they can access through User Groups. This article explains how to find, invite, edit, and delete users, and how users differ from Private Showroom guests.

You need the Administrator role to invite, edit, or delete users.

 

View the user list

Go to Admin > User management. The Users page lists each user with:

  • An SSO badge, if the user signed in through SSO.
  • Name and Email.
  • User role: Administrator or User.
  • User group memberships.
  • Status: Active, Invite sent, or Invitation expired.
User list with SSO badge, name, email, role, User Groups, and status columns

The total number of users appears next to the search bar, and the list shows 10 users per page. Click the Name, Email, or Status column header to sort the list; click again to switch between ascending and descending order.

Search and filter users

Use the search bar to find users by name or email. To filter by status, click Filters next to the search bar and choose:

  • Display all: all users, whatever their status.
  • Active: users who accepted their invitation and can sign in.
  • Invite sent: users who were invited but have not created their account yet.
  • Invitation expired: users whose invitation expired before they accepted it.
Filters dropdown with Display all, Active, Invite sent, and Invitation expired options

Invite users

  1. Go to Admin > User management.
  2. Click Invite users in the upper-right corner.
  3. Enter the User email.
  4. Select a Role: User or Administrator. See Understand user roles.
  5. Select at least one User Group in User groups. User Groups determine which Portfolios the user can access.
  6. To invite more people, click Add another user and repeat steps 3 to 5. You can invite up to 10 users at once.
  7. Click Send invite.
Invite users form with email, role, and User Groups fields for several users

Invited users receive an email with instructions to create their account. Once they accept, their status changes from Invite sent to Active, and they can access the Portfolios of their User Groups right away.

Edit a user

  1. Go to Admin > User management.
  2. Click the user's row.
  3. On the User details page, change the Role or the User groups.
  4. Click Save.
User details page with role selector and User Group assignments
  • You cannot change your own role, or the role of a user whose invitation is still pending.
  • For users who signed in through SSO, User Groups are managed automatically through SSO group mapping and cannot be changed manually. See Set up SSO.

Resend an invitation

If an invitation expired before the user accepted it, their status shows Invitation expired.

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

The user receives a new invitation email with a new expiration date.

Delete a user

Deleting a user cannot be undone. The user loses access to Digital Showroom immediately. You cannot delete your own account.

 

Deleting a user does not delete their Private Showrooms. These Private Showrooms stay accessible to their guests, but nobody can manage them anymore. Before you delete a user, ask them to archive or delete their Private Showrooms.

 
  1. Go to Admin > User management.
  2. Click the trash icon on the user's row.
  3. In the Delete this user? dialog, check the user's name, email, status, and role.
  4. Click Delete User.
Delete user confirmation dialog with name, email, status, and role

Understand user roles

Role Access
Administrator All configuration pages: Portfolios, user management, analytics, and branding. With the Sell package, can also view all the Private Showrooms of your organization and their analytics in Admin > Private showrooms (read-only).
User Browses the Portfolios assigned to their User Groups, views products, and generates exports. With the Sell package, can also create and manage their own Private Showrooms.

When you invite a user, the default role is User. You can change it to Administrator at any time from the User details page.

Users and guests

Guests are not Digital Showroom users. A guest is a buyer invited by email to a Private Showroom by the user who created it. Guests:

  • Do not appear in the user list. You do not invite or manage them from Admin > User management.
  • Do not need an account: they sign in to the Private Showroom with a one-time code sent to their email address.
  • Only see the Private Showrooms they were invited to, never your Portfolios.

To learn more, see What is a Private Showroom? and Access a Private Showroom as a guest.

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