Manage Portal Users

  • Updated on Mar 9, 2026
  • Published on Mar 9, 2026
  • 2 minute(s) read
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Overview

This guide provides step-by-step instructions for managing Portal users (administrators) 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 Portal Users and Access (Full Access), or you must be an Account Admin.

  • Scope: Portal user management is only available at the account level. Select your account at the top of the group tree.

  • Email addresses: Have work email addresses ready for admins you want to invite. Personal email domains are not permitted.

Invite Portal users

  1. Log in to the Portal.

  2. Select a group in the group tree where you want to assign the user.

  3. Navigate to Groups & Users > Portal Users.

  4. Click Invite Portal Users.User management interface displaying portal users and their invitation statuses.

  5. Enter work email address.

  6. Select an appropriate role from the drop-down. You can always create new custom roles for assignment.

  7. Click Send Invite to confirm.User management interface for inviting users and assigning roles in a portal.

Note: If an admin hasn't accepted their invitation after a few days, click the ellipsis (â‹®) next to their name and select Resend Invitation.

Update Portal user details

You can update an admin's name, but email addresses cannot be changed. To correct an email, deactivate the admin and re-invite them with the correct address.

  1. Select your account from the group tree.

  2. Navigate to Groups & Users > Portal Users.

  3. Click the ellipsis (â‹®) next to the admin and select Edit User Details.
    User management interface showing options to edit user details and manage access.

  4. Update the name and click Save.

Update the assigned role or group

To change an admin's assigned role:

  1. Select the group where the admin is currently assigned.

  2. Navigate to Groups & Users > Portal Users.

  3. Click the ellipsis (â‹®) next to the admin and select Edit Access.
    User management interface showing portal users, statuses, and access options.

  4. Select an appropriate role from the drop-down.
    User access edit interface showing fields for name, email, and role selection.

  5. Click Save.

Deactivate and Reactivate Portal users

Deactivating an admin immediately revokes their Portal access.

Note: Portal users cannot be permanently deleted. Deactivation preserves a log of their actions for auditing.

Deactivate

  1. Select your account from the group tree.

  2. Navigate to Groups & Users > Portal Users.

  3. Click the ellipsis (â‹®) next to the admin and select Deactivate User.
    User management interface showing portal users and options to manage access.

  4. Click Deactivate to confirm.

Note: The first Portal user (Account Admin) cannot be deactivated or reassigned. This ensures your account always has at least one Account Admin.

Reactivate

Reactivating restores access with the same role and group the admin had before deactivation.

  1. Select your account from the group tree.

  2. Navigate to Groups & Users > Portal Users.

  3. In the status filter, select Deactivated.
    User management interface showing deactivated portal users and their status details.

  4. Click the ellipsis (â‹®) next to the admin and select Activate User.
    User management interface showing deactivated status and options to activate users.

  5. Click Activate to confirm.

FAQ

Can one Portal user have multiple roles?

No. Only one role can be assigned per Portal user. To expand access, edit the permissions of their custom role or assign a role with broader permissions.

What if an admin's email changes?

Deactivate the existing admin record and invite them again with their new work email.

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