--- title: "User Management" slug: "user-management" description: "Role-based access (RBAC) in Insider One: assign multiple roles per user, set permissions per user by product, and manage temporary access and 2FA." tags: ["how to reset 2FA", "reset 2FA", "user access level", "user management", "user roles", "user statuses"] updated: 2026-09-25T10:03:38Z published: 2026-09-25T10:03:38Z canonical: "academy.insiderone.com/user-management" --- > ## Documentation Index > Fetch the complete documentation index at: https://academy.insiderone.com/llms.txt > Use this file to discover all available pages before exploring further. # User Management User Management lets you assign roles to team members, add teammates, manage logins, and control account access. These roles define what each member can do within your account. In this article, you can find answers to the following questions: - [What are the user statuses?](/docs/user-management#user-statuses) - [What are the user roles?](/docs/user-management#user-roles) - [What are the access levels?](/docs/user-management#access-level) - [How can I edit a user?](/docs/user-management#user-operations) - [How can I reset Two-factor Authentication (2FA)?](/docs/user-management#reset-twofactor-authentication-2fa) - [How can I export users?](/docs/user-management#export-users) - [How can I whitelist a user domain?](/docs/user-management#user-domain-whitelisting) To access these settings, navigate to **User Management** from the submenu located under your username in the top right corner. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-SHDNXE0A.png) The Users page showcases users and their statuses, indicating their accessibility to your account. ![This image shows the Users tab.](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757669610390.png) > [!NOTE] > If the Group Management feature is not enabled for your account, you will not see group-related information or filtering on the User Management page. ## User Statuses You can view user statuses on the left side of the Users page. - **Active:** Users completed their registration - **Locked**: Users entered the wrong password several times and got blocked - **Unregistered**: Users who received the invite email but did not complete the registration - **Expired**: Users whose access period has expired > [!NOTE] > You cannot assign the administrator role to a user with temporary access. Additionally, you can grant a user temporary access for up to 30 days. > [!NOTE] > Temporary access will expire based on your time zone. For example, if access is granted to a user until February 18th, it will expire at 23:59 on February 18th. When their access expires, users will receive an email notification. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757669710141.png) ## User Roles Each user has one of six roles. A user cannot hold two roles at the same time. To change what a user can do, change their role. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757670081655.png) | Role | Description | | --- | --- | | Administrator | Authorized to access products, view, create, edit, and launch campaigns, update campaign status, add/remove users from the dashboard, change user roles, and change the system rules. They can also access the [User Profiles](/docs/user-profiles-overview) and export data. | | Editor | Authorized to access products, view, create, edit, and launch campaigns, update campaign status, and change the system rules | | Collaborator | Authorized to access products, view campaigns, create only Test campaigns, edit only Passive, Draft, and Test campaigns, and stop or pause Active campaigns | | Viewer | Authorized to access products and view campaigns | | Outsourcer | Authorized to change system rules only | | Campaign Status Updater | Authorized to change campaign status only | > [!NOTE] > Administrators have full access to User Profiles, including viewing and exporting data. Besides Administrators, users with PII access can view User Profiles, but only those with **Editor** or **Collaborator** roles can export data. > > This means you can allow a user to view PII information without the ability to export it by assigning them a role that includes PII access but does not include Editor or Collaborator permissions. For example, this setup is ideal for scenarios where a user needs to cross-check PII data but should not be able to download or export it, helping maintain confidentiality. ## Access Level You can view users based on the **Access Level** to which they are assigned. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672106855.png) - **Account**: Users with account administrator roles are listed. - **Group**: Users who are included in group(s) are listed. - **Unassigned**: Users not assigned to a group are listed. ## User Operations Click the **Edit** button next to their name to **edit a user’s name and surname**, change their **user role**, set **limited products**, limit their **panel access period**, enable/disable **access for user profiles**, add them to a **user group**, and **assign them as a group** administrator. > [!NOTE] > Limit product access > > When you edit a user, you can use Limited Products to control which Insider One products they can access. Products restricted for the user are hidden or shown as unavailable in the left navigation menu. The products available to the account are not changed, and other users keep their existing access. > [!NOTE] > You cannot assign the administrator role to a user with temporary access. Additionally, you can grant a user temporary access for up to 30 days. > [!NOTE] > Temporary access will expire based on your time zones. For example, if access is granted to a user until February 18th, it will expire at 23:59 on February 18th. When their access expires, users will receive an email notification. ![This image shows how to edit a registered user.](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672143106.png) After you change the necessary fields, click **Save**. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1739776601133.png) You can resend the invitation to a user by clicking the **Resend** button. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672173537.png) Click the **Delete** option under the **three-dots** menu to delete a user from your account. ![This image shows how to delete a registered user.](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672222180.png) ### Reset Two-factor Authentication (2FA) If you have enabled Two-Factor Authentication (2FA), you can reset your users' 2FA settings from the **three-dot** menu. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672312281.png) For example, users might change their mobile phone on which they have the Authentication app, delete the Authentication app, or fail to access their backup codes. However, you should consider that not having 2FA makes you vulnerable to cyberattacks; therefore, ensure the user's password is secure before you reset it. You will also receive a confirmation message to proceed. Click the **Reset** button. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/Screen%20Shot%202022-04-14%20at%2010.39.14.png) ## Export Users Click the **Export Reports** option in the **Actions** menu to export a list of users with access to your account. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672354590.png) Once you click **Export Reports**, the user information list is downloaded automatically. ## User Domain Whitelisting Domain whitelisting adds an additional layer of security by allowing administrators to control which email domains are permitted to access the panel. Click the **User Domain Whitelisting** option under the **Actions** menu to manage the domains from which new users can be added, or add new domains. ![](https://cdn.document360.io/c6df4583-da94-4cb2-bb8a-be0cbdd11109/Images/Documentation/image-1757672674112.png) For further information, refer to the [User Domain Whitelisting](/docs/user-domain-whitelisting) article. ## Related - [Group Management](/group-management.md) - [FAQ about User Management](/faq-about-user-management.md) - [User Domain Whitelisting](/user-domain-whitelisting.md)