Manage App Users

  • Updated on Mar 9, 2026
  • Published on Mar 9, 2026
  • 3 minute(s) read
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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.

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.

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.

Add app users

  1. Log in to the Portal.

  2. Select the target group in the group tree where you want to add a 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.

  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).

  5. Click Save.

After adding: Share the Account ID (top of the group tree) and User ID with each user so they can sign in.

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.

  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.

Sanas sends the invitation email automatically. Only work email addresses are accepted.

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.

  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.

  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.

  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.

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.

Users are not notified about the move.

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 (â‹®) 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: 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.

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.

  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.

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.

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