Overview
Users Management helps you:- Invite people to your organization and see who has already joined
- Give each person the roles that decide what they can do
- Disable someone’s access without deleting them, and restore it later
- Issue a temporary password when someone is locked out
- Remove people who have left
Users are the people who sign in to Backline. This is different from Teams, which is a directory of your organization used to record who owns each application. Someone can appear in the Teams directory without ever signing in.
The Users Table
Each row is one person, and the table shows:- Login ID — The email address they sign in with.
- Status — One of Invited, Active, or Disabled, described below.
- Name — Their display name, if one was given.
- Roles — The roles they hold in your organization.
- SAML — Marked when the person signs in through your identity provider.
Statuses
Adding a User
1
Open the New User Dialog
Click + User at the top right of the table.
2
Enter the Login ID
Enter the person’s email address. This identifies them and is what they sign in with, so it must be a valid email address.
3
Add a Name
Enter a display name. This is optional.
4
Choose Roles
Select the roles this person should hold. Roles decide what they can see and do in Backline.
5
Create
Click Create. The person appears in the table with the status Invited until they sign in for the first time.
Editing a User
Select a person in the table and click Edit. You can change their name and their roles.The login ID cannot be changed after a user is created. If someone’s email address changes, add them again with the new address and delete the old entry.
Disabling and Activating
Disabling keeps the person and their roles but stops them signing in. Use it when someone should lose access temporarily, or when you want to revoke access immediately without deleting their history.1
Select the User
Click the person’s row in the table.
2
Disable or Activate
Click Disable to remove their access, or Activate to restore it.
3
Confirm
Confirm the change in the dialog.
Disabling and activating do not affect users with the status Invited, since they have not signed in yet.
Resetting a Password
If someone is locked out, you can issue a temporary password for them.1
Select the User
Click the person’s row in the table.
2
Reset
Click Reset password, then confirm.
3
Copy the Password
Backline shows the new temporary password. Click Copy to clipboard & close and give it to the person through a secure channel.
Deleting Users
Select one or more people in the table and click Delete. You’ll need to confirm, as this can’t be reversed.Users Who Sign In with SSO
If your organization uses Single Sign-On, people authenticate through your identity provider rather than with a Backline password. These users are marked in the SAML column once they have signed in that way. A few things work differently for them:- Their roles may come from your identity provider. If roles are mapped from groups, the mapping is applied again each time the person signs in, so role changes made here can be replaced.
- Resetting a password will not restore their access. They sign in through the identity provider, so a temporary password is not what they use. Fix sign-in problems for these people in your identity provider.
- New people do not have to be invited here. Someone who signs in through your identity provider for the first time is added automatically, and appears in the table afterwards.
Disabling and deleting still work as described above, and are the way to revoke someone’s access to Backline itself.