> ## Documentation Index
> Fetch the complete documentation index at: https://docs.backline.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Users Management

> Invite people to Backline, give them roles, and control their access to your organization

Users Management is where you control who can sign in to Backline for your organization. You invite someone, choose what they can do by giving them roles, and later disable or remove their access.

Each person is identified by their email address, which is also how they sign in.

You can find this page under:

**Settings → Users Management**

## 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

<Note>
  Users are the people who sign in to Backline. This is different from [Teams](/settings/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.
</Note>

## 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.

Use the search box above the table to find someone by login ID or name.

### Statuses

| Status       | Meaning                                                   |
| ------------ | --------------------------------------------------------- |
| **Invited**  | The person has been added but has not signed in yet.      |
| **Active**   | The person has signed in and their access is working.     |
| **Disabled** | The person cannot sign in until they are activated again. |

## Adding a User

<Steps>
  <Step title="Open the New User Dialog">
    Click **+ User** at the top right of the table.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Add a Name">
    Enter a display name. This is optional.
  </Step>

  <Step title="Choose Roles">
    Select the roles this person should hold. Roles decide what they can see and do in Backline.
  </Step>

  <Step title="Create">
    Click **Create**. The person appears in the table with the status **Invited** until they sign in for the first time.
  </Step>
</Steps>

## Editing a User

Select a person in the table and click **Edit**. You can change their name and their roles.

<Note>
  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.
</Note>

## 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.

<Steps>
  <Step title="Select the User">
    Click the person's row in the table.
  </Step>

  <Step title="Disable or Activate">
    Click **Disable** to remove their access, or **Activate** to restore it.
  </Step>

  <Step title="Confirm">
    Confirm the change in the dialog.
  </Step>
</Steps>

<Note>
  Disabling and activating do not affect users with the status **Invited**, since they have not signed in yet.
</Note>

## Resetting a Password

If someone is locked out, you can issue a temporary password for them.

<Steps>
  <Step title="Select the User">
    Click the person's row in the table.
  </Step>

  <Step title="Reset">
    Click **Reset password**, then confirm.
  </Step>

  <Step title="Copy the Password">
    Backline shows the new temporary password. Click **Copy to clipboard & close** and give it to the person through a secure channel.
  </Step>
</Steps>

<Warning>
  The temporary password is shown only once and cannot be retrieved afterwards. If you close the dialog without copying it, reset the password again.
</Warning>

## 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](/settings/sso), 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.

<Note>
  Disabling and deleting still work as described above, and are the way to revoke someone's access to Backline itself.
</Note>