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 table, Google Sheet, or a Postgres/MySQL database with your users' information (first name, last name, email etc.) and you 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 to allow those users to log in to your app.

What information is needed to connect a User List?

To connect a user list, you just need to have the following information in your Airtable table, Google Sheet, or a Postgres/MySQL database:

  • Email address

  • First Name (optional but recommended)

  • Last Name (optional but recommended)

How do I connect my User List?

  1. Firstly, you must connect your Airtable, Google Sheets, Postgres, or MySQL data source.

  2. Navigate to the User Tab

  3. In the dropdown menu choose Sync your users

3. Click to add a 'New user list'

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. Choose the relevant table that your user information is in c. Choose the email address, first name & last name 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. Your users information will soon start to sync and appear in your Noloco Users table (it may just take a minute or two to appear)

6. 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 a user, however you can toggle this behaviour using the switch under "Should all users be included?".

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 forwards, we will not ever remove existing users that 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 TEAM plan)

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

Note: even if a user could match multiple conditional roles, they will be assigned the first conditional role whose conditions they match.

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}," ","")))),"")

🎬 Video Tutorial


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?

Your users won't get invited to your Noloco app automatically if you sync them over with a User List. If you do want to automatically invite them, 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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