---
title: "Managing Users"
slug: "managing-users"
description: "Manage user accounts effectively with global and site admin roles, permissions, and user management features in your instance. Learn how to invite new users to IVION."
tags: ["Account Creation", "Instance Management", "Invite new Users", "User Management", "User Permissions"]
updated: 2026-08-18T15:55:44Z
published: 2026-08-18T15:55:44Z
canonical: "knowledge.navvis.com/managing-users"
---

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

# Managing Users

User management controls who can access a site and what they can do there, through roles, permissions, and password settings.

Users are managed at instance level. Only global admins can create users, assign them to sites, and delete them. Site admins can edit users already assigned to their own sites.

## Open user management

1. On the All Sites page, click **User management** in the topbar.
2. Go to the **Users** tab.![User management interface displaying recent sites and options for users and groups.](https://cdn.document360.io/bf174766-fa1a-4fe1-a4d7-b1db1e7cb996/Images/Documentation/Screenshot 2026-08-11 at 14.16.52.png)

## The Users tab

The **Users** tab lists every user in the instance. From here you can:

- See which sites each user can access, and which group they belong to per site.
- See when each user was last active.
- Filter by site, and search by name or email address.
- Add, edit, and delete users.

![User management interface displaying user details and options to add or delete users.](https://cdn.document360.io/bf174766-fa1a-4fe1-a4d7-b1db1e7cb996/Images/Documentation/image(130)(1).png)

## Add a user

1. Click **Add new user**.
2. Enter a username. Optionally add a first and last name and an email address.
3. Open the **Site** drop-down and select a site.
4. To give the user access to more sites, click **+ Add permission** under **Site** and select another site.
5. Open the **Group** drop-down and select a group. If you assigned more than one site, select a group for each site.
6. To make the user a global admin, turn on **Make user global admin**. A global admin does not need to be assigned to sites individually.
7. Enter and confirm a password.
8. Turn on **Require password change by the user** so the user sets their own password at first login.
9. Click **Create user**.
10. Share the username with the user, and send the initial password through a secure channel.

![Form to add a new user with required fields for username, name, and email.](https://cdn.document360.io/bf174766-fa1a-4fe1-a4d7-b1db1e7cb996/Images/Documentation/image-1749650653100(1).png)

**Note:** Users can only see the sites they are assigned to, and group membership determines what they can do in NavVis IVION.

## Define permissions for several users at once

1. Select the users you want to change.
2. Click **Define Permissions**.
3. Open the **Site** drop-down and select a site. To add more sites, click **+** under **Site**.
4. Open the **Group** drop-down and select a group. If you assigned more than one site, select a group for each site.
5. To make them global admins, turn on **Make user global admin**.
6. Click **Define Permissions**.![User permission settings for site access and global admin role assignment.](https://cdn.document360.io/bf174766-fa1a-4fe1-a4d7-b1db1e7cb996/Images/Documentation/Screenshot 2026-08-11 at 14.24.39.png)

## Edit a user

1. Hover over the user's name and click the pencil icon.
2. Change the name, email address, site assignments, group, or admin status.
3. Click **Save changes**.![User edit form with fields for username, first name, last name, and email.](https://cdn.document360.io/bf174766-fa1a-4fe1-a4d7-b1db1e7cb996/Images/Documentation/Screenshot 2026-08-11 at 14.22.06.png)

## Delete a user

1. Select the users you want to delete.
2. Click **Delete user** in the top-right corner.
3. Click **Delete** to confirm.![User management interface displaying user details and options to add or delete users.](https://cdn.document360.io/bf174766-fa1a-4fe1-a4d7-b1db1e7cb996/Images/Documentation/Screenshot 2026-08-11 at 14.21.17.png)

**Note:** after deleting a user you can create a new account with the same email address. The new account starts with no permissions and no activity history from the deleted one.

---

### FAQ

#### Who can create and manage user accounts?

Only global admins can create new users, add them to sites, and delete existing users. Site admins can edit existing users assigned to their site(s).

#### Where can I find the Users tab?

The Users tab can be found under User Management > Users on your instance dashboard.

#### What can I do in the Users tab?

In the Users tab, you can see a list of users, their site access, user groups, filter and search for users, see last active times, add, edit, and delete users.

#### How do I add a new user?

To add a new user, go to User Management > Users, click Add new user, enter the required information, assign the user to a site and group, and then click Add new user.

#### Can I define permissions for multiple users at once?

Yes, you can select multiple users and define their permissions by going to User Management > Users and clicking Define Permissions.

#### Can I create a new user account using the same email address after deleting a user?

Yes. After you delete a user, you can create a new account using the same email address. The new account starts with no permissions or activity history from the deleted account. To add the user again, go to **User Management > Users** and click **Add User**.

#### How do I find a user by their ID?

User IDs appear in the Activity log. To find the corresponding username, go to **User Management > Users** and search by name or email address. The Users tab does not support searching directly by User ID.