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All user and group management is under Admin → Users and Admin → Groups.

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User roles

Every user has one of two global roles:
RoleWhat they can do
AdminFull access to all admin settings, all Spaces, and all system configuration
UserAccess only to Spaces they are invited to — cannot access admin settings
Within each Space, members also have a Space role that controls what they can do there. See Permissions for details.

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Adding users

1

Open Admin → Users

Click Add New User in the top-right corner.
2

Enter the user's details

Fill in their name and email address.
3

Set a temporary password

Enter a temporary password. The user will be asked to choose a new one on their first login.
4

Assign a role

Choose User or Admin.
5

Click Create User

The account is created immediately. Share the login credentials with the new user.

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Managing existing users

From Admin → Users, you can:
  • Change a user’s role — use the role dropdown on their row
  • Disable a user — prevents login without deleting the account or their content
  • Re-enable a user — restores access for a previously disabled account
  • Edit a user’s profile — name, email, job title, and department
  • Delete a user — permanently removes the account; their content is kept
  • Unlock a locked account — if brute-force protection locked the account after failed login attempts
You cannot disable or delete your own account.
For users synced from LDAP or an identity provider, profile fields are managed in your directory — they cannot be edited in Collabase directly.

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Groups

Groups let you manage Space access for entire teams at once. Instead of adding each person individually to every Space, you add them to a group — and the group gets access to the relevant Spaces. When someone joins the team, add them to the group. They immediately get access to all Spaces the group has. When they leave, remove them from the group and access is revoked everywhere at once.

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Creating a group

1

Open Admin → Groups

Click New Group.
2

Name the group

Enter a name and an optional description.
3

Add members

Open the group and go to the Members tab. Search for users by name or email and add them.
4

Grant Space access

Go to the Space Access tab. Select a Space and the role group members will have there.

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Automated provisioning (SCIM)

If you use an identity provider like Okta, Microsoft Entra, or JumpCloud, you can connect it to Collabase via SCIM. This automatically creates, updates, and deactivates user accounts based on your directory — without any manual work.

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Setting up SCIM

1

Generate a SCIM token

Go to Admin → Users and scroll to the SCIM Provisioning section. Click Generate Token. Copy the token immediately — it is only shown once.
2

Configure your identity provider

In your IdP, set:
  • SCIM base URL: https://your-collabase-domain/api/scim/v2
  • Bearer token: the token you just copied
Once connected, your IdP will automatically create users in Collabase when they are assigned to the app, update their profile when it changes in the directory, and deactivate them when they are removed.
The SCIM token is shown only once. If you lose it, delete it and generate a new one — the old token stops working immediately.