User Management
Control who has access to your Appilot organization and what they can do.
User roles
| Role | Use the assistant | Write configuration | Manage users, apps and keys |
|---|---|---|---|
| User | Yes | Yes | No |
| Admin | Yes | Yes | Yes |
Writing configuration is not an administrator privilege today: any active member can author knowledge, views, controls, forms and plans with their own sign-in. What the admin role gates is provisioning, credentials and people. The full matrix, including how to delegate configuration to someone outside your organization, is in Who can configure.
The table above is the role of an Appilot account in your organization: User or Admin. Separately, people who reach the assistant through your app's identity relay are federated identities, listed under Widget Users, and they carry Guest, Member or None. Enterprise SSO's provisioning policy chooses between the second pair, and never grants the admin role. See Who can configure.
The Users page
Users in the Backoffice lists everyone in four groups, because what a row needs from you differs:
| Group | What it means | What you can do |
|---|---|---|
| Waiting for approval | Registered with your join code | Approve, or decline |
| Invited | Sent an invitation they have not accepted | Send it again, or revoke it |
| Members | Signed in and working | Change the role, deactivate, remove |
| Deactivated | Switched off by an administrator | Reactivate, or remove |
The approval group stays on screen even when it is empty, so you can see that nothing is waiting. A count next to Users in the navigation tells you when somebody is, from anywhere in the Backoffice, and every active administrator also gets an email.
Inviting people
Registration is by invitation while the beta runs, so there are two doors and neither is open sign-up.
Invite by email
- Go to Users and click Invite User.
- Enter the address and pick the role.
- Appilot emails a personal link, valid for 14 days, naming you, the organization and the role. The link is also shown on screen, so you can pass it on yourself if the mail does not arrive.
- They choose a password and land straight inside Appilot. No second sign-in.
The row sits under Invited until they accept, then moves to Members. While it is there you can Send again (which issues a new link and kills the old one) or Revoke invitation (which makes the link inert and leaves the membership alone).
If the address already has an Appilot account, there is nothing to activate: they become a member immediately, keep the password they have, and are emailed to say what that means and how to leave.
A join code
- Open Organizations, edit your organization, and reveal the join code. Only administrators can see it.
- The person registers with it at app.appilot.space.
- Their membership arrives under Waiting for approval. Until you answer, they cannot sign in against your organization at all: the sign-in form tells them they are waiting on an administrator.
Anyone holding the code can put themselves in your queue, so rotate it with Reset code once it has been shared more widely than you meant.
Approving or declining
Approve and the person is emailed and can sign in. Decline and they are emailed too; their Appilot account survives, they simply have no access to your organization. Both answers reach them without their having to guess at a sign-in that would not have worked.
Changing a role
Use the role control on the row. Promoting somebody to administrator and removing those rights both ask for confirmation, because both change what that person can see and do across the whole organization.
Two changes are refused:
- The last administrator. An organization with no administrator has nobody who can invite, configure, or delete it, and nothing else in the product can put that right. Appoint another one first.
- Your own rights. You cannot demote or deactivate yourself. If you want out, leave the organization from My Account, which checks the same rule.
Deactivating and removing
They are different acts.
Deactivate keeps the membership and switches it off. The person cannot sign in against this organization; their history and any grants they hold survive, and you can switch them back on.
Remove deletes the membership. The organization disappears from their switcher, and two things go with it:
- their editor rights on your domains, so somebody invited back later does not silently regain access nobody re-granted;
- any invitation they never accepted.
Their Appilot account is not deleted. If it was their only organization, they can still sign in as an independent user, and the confirmation says so.
Service tokens they created keep working: a token belongs to the organization rather than to the person who minted it. Revoke the ones you no longer want from Service Tokens.