--- title: "Manage App Users" slug: "add-app-users" updated: 2026-06-29T13:29:01Z published: 2026-06-29T13:29:01Z canonical: "help.sanas.ai/add-app-users" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.sanas.ai/llms.txt > Use this file to discover all available pages before exploring further. # Manage App Users ### Overview This guide provides step-by-step instructions for managing app users on the Sanas Portal. For an introduction to the difference between app users and Portal users, see [App Users & Portal Users](/portalv3/docs/app-users-amp-portal-users). [Video](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Sanas%20Portal%20-%20App%20Users%20Management%20Walkthrough.mp4) --- ### Before you begin - **Permission:** Your Portal role must include **Application Users (Full Access)**. - **Target group:** Identify the group where users will be added; this determines their product access and feature settings. - **Authentication mode:** Know the authentication mode configured for the target group. See [Authentication Modes](/portalv3/docs/app-authentication-modes). > [!NOTE] > *Auto-Activation****:*** *If the target group uses* ***Auto-Activation****, skip manual user addition. Users are automatically added to the* ***Default Group*** *on first login and can be* [*moved later*](/portalv3/docs/add-app-users#moving-users-between-groups)*.* > [!TIP] > *Tip:* ***Group IDs*** *are now accessible in the App Users page. Currently located between* ***Group Name*** *and* ***Personalize*** *status columns.* --- ### Add App Users 1. Log in to the [Portal](https://portal.sanas.ai). 2. Select the target group in the group tree where you want to add a user. **Add user** Use this method for UAK authentication when adding users individually. 1. Navigate to **Groups & Users > App Users**. ![User management interface displaying groups, users, and options for adding app users.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 8(2).png) 2. Click **Add Users**. 3. Enter the following: - **User ID** — Enter a unique identifier (letters, numbers, and `. _ + - @` only). - **First and Last Name** (optional). 4. To add multiple users, click **Add** (up to 5 per request).![](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/image(681).png) 5. Click **Save**. > [!NOTE] > *After adding: Share the Account ID (top of the group tree) and User ID with each user so they can sign in.* **Invite user** Use this method for Email-Passcode authentication. 1. Navigate to **Groups & Users > App Users**. ![User management interface displaying groups, users, and options for adding app users.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 8(2).png) 2. Click **Invite Users**. 3. Enter the user's work email address and hit **Enter**. 4. Repeat to add up to 5 email addresses per request. 5. Click **Invite App Users**.![](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/image(682).png) Sanas sends the invitation email automatically. Only work email addresses are accepted. **Bulk add user** Use this method to add a large number of users at once via CSV. Supports both UAK and Email-Passcode authentication. 1. Navigate to **Groups & Users > App Users**. ![User management interface displaying groups, users, and options for adding app users.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 8(2).png) 2. Click **Bulk Add**. 3. Click **Download .csv Template** and save the file.![Interface for bulk user addition with options to upload CSV files and view guidelines.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 2(6).png) 4. Open the template and enter user details: - **User ID** (required) — Work email for Email-Passcode, or a unique identifier for UAK. - **Group ID** (optional) — Leave empty to add users to the current group, or specify a different [Group ID](/portalv3/docs/groups#group-ids). 5. Save the file and upload it to the Portal. 6. If errors are found, download the error report, fix the issues, and re-upload. 7. Review the action summary and confirm.![Interface for bulk adding users with file upload and action button options.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled(13).png) --- ### Move Users Move app users between groups to change their product access and configurations. 1. Select a group in the group tree where the user is currently added. 2. Navigate to **Groups & Users > App Users.** 3. Select the checkbox next to the users you want to move. 4. Click **Move To**. 5. Select the target group. 6. Click **Move To**, then confirm. ![User management interface showing selected user and options to move groups.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 10(1).png) Users are not notified about the move. > [!NOTE] > *Note:* *We recommend moving users between groups with the same authentication mode. Moving to a group with a different mode may require re-adding the user.* --- ### Edit User Details You can update a user's name, but User IDs cannot be changed. To correct a User ID, deactivate the user and re-add them. 1. Select a group in the group tree where the user is currently added. 2. Navigate to **Groups & Users > App Users**. 3. Click the ellipsis (⋮) next to the user. 4. Select **Edit User Details**. 5. Update the name and click **Save**. --- ### Deactivate and Reactivate App Users Deactivating a user revokes their app access immediately and releases their license seat. > [!NOTE] > *Note: Users cannot be permanently deleted. Deactivation preserves historical usage data for reporting and analytics.* #### Deactivate User 1. Navigate to **Groups & Users > App Users** for the user's group. 2. Select the checkbox next to the user. 3. Click **Deactivate Users**, then confirm. ![User management interface showing selected user and options to activate or deactivate.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 8(1).png) #### Reactivate User 1. Navigate to **Groups & Users > App Users** for the user's group. 2. In the status filter, select **Deactivated**. ![User management interface displaying app users and their activation statuses.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 6(2).png) 3. Select the checkbox next to the user. 4. Click **Activate Users**, then confirm. ![User management interface showing deactivated user details and options to activate users.](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Untitled 7(2).png) --- ### Export App Users List For reporting and analytics purposes, portal admins can export or download the App Users list within their scope or permission. 1. From **Groups & Users**, select **App Users**. 2. The export tab with the same label is on the **right** side. 3. Export file format is currently **.xlsx**. ![](https://cdn.document360.io/9bc36e9c-f402-4213-b56f-4ecdf805bb1a/Images/Documentation/Screenshot 2026-06-29 at 8.27.22 PM.png) --- ### FAQ #### Are User IDs case-sensitive? No User IDs are case insensitive. `User_01` and `user_01` are treated as the same account. #### Is there a limit to how many users I can add? No limit on total users, but concurrent usage is limited by your allocated app licenses. #### Can I use a personal email address (e.g., Gmail)? No. Only work email domains are accepted. #### Why can't I delete a user? Users are deactivated rather than deleted to preserve historical usage data for reports and analytics. #### What are the latest UI enhancements made for a positive user experience? Users can now freely resize the table columns to make long details, such as App Users Names and User IDs readable. Plus, a sorting option in these columns have been made available in an ascending or descending order. --- ### Related articles - [App Users & Portal Users](/portalv3/docs/app-users-amp-portal-users) — Understand the two user types. - [Manage Groups](/portalv3/docs/create-a-new-group) — Create and organize groups. - [Manage Portal Users](/portalv3/docs/invite-portal-admins) — Invite and manage administrators.