User Lists
If you have a list of users in an external data source like Airtable, PostgreSQL or Google Sheets, you can sync it to the Noloco Users table in your app to allow such users to log in.
Who should use the User Lists feature?
If you already have an Airtable, SmartSuite, or HubSpot table, Google Sheet, or a Postgres/MySQL database with your users' information (first name, last name, email, etc.) and want to continue using this table as the source of truth for your users, you can use our User Lists feature to sync your user data to your Noloco Users table and allow those users to log in to your app.
What information is needed to connect a User List?
To connect a user list, you need to have the following information in your Airtable table, Google Sheets, or a Postgres/MySQL database:
Email address
First Name (optional but recommended)
Last Name (optional but recommended)
Profile picture (optional but recommended)
How do I connect my User List?
Firstly, you must connect your Airtable, SmartSuite, HubSpot, Google Sheets, Xano, Postgres, or MySQL data source.
Navigate to the User section in the left menu or click here: https://portals.noloco.io/~/_/users
In the dropdown menu, choose Sync your users.
3. Click on the + New user list button
4. Input the following details: a. User List Name: This is what you call a user in this list (e.g. Client or Contractor) b. What table are your users in?: Choose the relevant table in which your user information is. c. Choose the email address, first name, last name, and profile picture fields e. Select a default user role (for external users, we typically would advise you to use the User role or create a new user role) f. Click Save when you're done
5. After clicking Save, you will see a User list saved confirmation message at the top right of the screen.
Your user information will soon start syncing and appear in the User section and your Noloco Users table (it may just take a minute or two).
Your users can now sign in via your app login page.
How do I choose which users are imported?
By default, Noloco will import all records on your user list as Users; however, you can change this behaviour by switching off the "Should all users be included?" toggle.
If you turn this off, you will instead see a rule editor where you can set the conditions that each record must match to be imported as a user.
Note that these rules will only be applied going forward. We will never remove existing users who were imported from the user list, even if they do not satisfy the new conditions.
How do I assign roles to my users?
There are two ways to assign a role to a user you're importing via a user list
Default Role
Conditional roles (available on our Pro, Business, and Enterprise plans)
When you define a default role - when that user is first imported, they will be assigned the role you specify here. If you have multiple types of users in your table and you need to assign different roles, you can do that with conditional roles.
For example, if you were running a conference, you might have attendees and speakers in the same table. Attendees should have a basic User role whereas speakers should be assigned the Speaker role.
You can add a conditional rule that says: If the field User type is equal to 'Speaker' assign this user the Speaker role.
How do I let my users know that they can now log in to my app?
We recommend sending your users an email from your own email account with a link to your app's login page and letting them know that they can sign in.
Once they enter their email address from the login screen, they will then receive an email with a 'magic link' which they can click and be brought into your app.
Can I add multiple user lists?
Yes! As per the screenshot from Step #2 above, you can connect multiple different user lists - from the same or different data sources. This is useful if you're maintaining different lists for different types of users (e.g. Team vs Customers).
How do I separate out my 'Name' field into First & Last Name in Airtable?
By default, lots of Airtable bases and templates come with one 'Name' field - where the First & Last Names are combined.
If your 'Name' fields follow a regular format (just one First & Last Name), you can create the following formula fields in Airtable to separate and extract the First & Last Name.
First Name formula field (where a 'Name' field exists):
LEFT(Name, SEARCH(" ",Name)-1)
Last Name formula field (where a 'Name' field exists):
REPLACE({Name},1,FIND("~",SUBSTITUTE({Name}," ","~",LEN({Name}) - LEN(SUBSTITUTE({Name}," ","")))),"")
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FAQs
Why does my user not show up in the Noloco user table?
If you are using a User List to sync your users from your data source (like Airtable) to the Noloco user table, then they should show up in the table once we detect them in the data source, but this isn't always the case.
If the user hasn't got an email address we don't add a User record for them
It can sometimes take a few extra minutes for the User List to sync across, if you just added the record to your data source, give it a few more minutes
Your user might be excluded based on the custom filter you set on your user list
Your user's email address might not be unique, which means they would be linked to a different User record
Do my users get sent the invitation email when using a User List?
If you sync your users with a user list, they won't be automatically invited to your Noloco app. If you do want to invite them automatically, you can use a workflow on the Noloco User table to trigger when a User is created. You can read more about notifications in Sign in Options.
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