User Management

Manage your existing users and invite new users to your app from the User Management tab

In addition to the foundational User Table, the User Tab within your Noloco app acts as a central management dashboard, allowing administrators to effectively organize, manage, and communicate with the app’s users.

It provides a user-friendly interface and a suite of tools to execute various user-related tasks and configurations. To help you make this process faster, you can click on this link: https://portals.noloco.io/~/_/users, and you can choose the app you want, or it will automatically open the last active app after 5 seconds. After loading, you can now easily follow the instructions below to manage your Users.

Adding New Users

From the User Tab, you can seamlessly add new users to your app by inviting them via email and assigning their roles, streamlining the onboarding process.

Deactivating a User

You can deactivate an existing user to prevent them from logging in to your app again, without deleting the account or their data.

Reactivating a User

You can reactivate a deactivated user at any time through the User Tab or via a Workflow. Reactivating a user will allow them to log into your app and resume using it as before.

Removing a User

You can completely remove an existing user to prevent them from logging in to your app again, and deleting their user account in the process.

Sending invitations & Reminders

Administrators can resend invite reminders and copy individual invitation links directly, ensuring smooth user incorporation.

Resetting Passwords

Sending password reset instructions is made effortless, aiding users in regaining access to their accounts swiftly.

Role Management & Customization

• Role Assignment & Management: The User Tab is essential for managing different roles within your app, allowing administrators to assign and modify roles efficiently.

• Defining Role-Based Access: You can establish specific permissions and access levels for different roles, enhancing security and operational structure within the app.

User List Configuration

• Setting Up User Lists: The User Tab facilitates the configuration and management of User Lists, serving as a pivotal point in synchronizing external user data.

• Maintaining & Monitoring User Lists: Regular oversight and management of user lists ensure that the app's user data remains up-to-date and accurately reflects the external sources.

User Lists

Setting Up Automatic User Invitations

You can create a workflow to automatically send invitation emails when new users are created. Here's how:

Basic Automatic Invitation Workflow:

1. Create a new workflow on the "User" table

2. Set trigger to "Created" (triggers when a new user is added)

3. Add action: Send an Invitation Email

4. Configure action: Select the newly created user as the recipient

Conditional Invitation Examples:

Example 1: Only invite external users

• Add "Only continue if" condition

• Set condition: User Role → does not equal → "Team Member"

• This prevents inviting internal team members who may already have access

Example 2: Invite based on user type

• Add "Only continue if" condition

• Set condition: User Type → equals → "Client" or "Student"

• Only users with specific types receive invitations

Example 3: Invite users from specific data sources

• Add "Only continue if" condition

• Set condition: Email → contains → "@clientdomain.com"

• Only invite users from specific email domains

Example 4: Skip Zapier-created users

• Add "Only continue if" condition

• Set condition: Created By → does not equal → "API" or a specific integration user

• Prevents double-invitations from automated systems

Customizing Invitation Email Content: You can customize the content of invitation emails in your Email Settings. This allows you to:

• Personalize the email message

• Add your company branding

• Include specific instructions for different user types

• Use dynamic fields like first name, company name, etc.

Pro tip: You can combine multiple conditions using "AND" or "OR" logic to create sophisticated invitation rules. For example: "Only invite if User Type = 'Client' AND Email contains '@company.com'"

Troubleshooting User Invitations

Automatic Invitation Control

Disabling Automatic Invitations with Zapier/Integrations

Problem: "Is it possible to deactivate the automatic invitation email when creating a user through Zapier?"

Answer: When you create users via Zapier or other integrations, they typically don't receive automatic invitation emails by default. However, if you have workflows set up that trigger invitation emails, you can control this:

Solutions:

1. Check existing workflows: Look for workflows that trigger on "User Created" events

2. Add conditions to workflows: Use "Only continue if" conditions to prevent invitations for integration-created users

3. Use different user creation methods:

   • Zapier creates users without invitations by default

   • Manual user creation through the User Tab includes invitation options

Managing User List Sync Invitations

Problem: "How to invite all user types again without sending invitations after sync model changes?"

Answer: After user list sync changes, you may need to selectively re-invite users:

Options:

1. Bulk re-invitation:

   • Go to the User tab

   • Select multiple users using checkboxes

   • Use bulk actions to send invitations

2. Workflow-based re-invitation:

   • Create an on-demand workflow triggered by an action button

   • Set conditions to target specific user types (e.g., role = "Student")

   • Use "Send Invitation Email" action

3. Conditional re-invitation:

   • Filter users who haven't logged in recently

   • Send targeted invitations only to inactive users

Existing User Conflicts

"User Already Exists" Errors

Problem: "Could the fact that one of the users already existed be causing the error when trying to invite the new user?"

Common causes and solutions:

1. Duplicate email addresses:

   • Check if the email already exists in your user table

   • Deactivate the old user record before creating a new one

   • Or reactivate the existing user instead of creating a new one

2. Case sensitivity issues:

   • [email protected] vs [email protected] may cause conflicts

   • Standardize email formats in your data source

3. Previous soft-deleted users:

   • Users that were "removed" may still exist in the system

   • Check for deactivated users with the same email

Debugging steps:

1. Search the user table for the email address

2. Check both active and deactivated users

3. Review user creation logs in workflow history

4. Verify email format consistency

Best Practices for User Invitation Management

Integration-Based User Creation

• Use user lists for bulk user management rather than individual Zapier actions

• Set up proper role assignment rules in user list configuration

• Monitor user sync logs for conflicts

Manual Invitation Management

• Always check for existing users before sending invitations

• Use bulk actions for multiple invitations

• Set up automated workflows for consistent invitation processes

Troubleshooting Checklist

1. Check user table for existing records

2. Review workflow history for invitation-related workflows

3. Verify email formatting consistency

4. Monitor sync logs for user list issues

5. Test with single user before bulk operations