# Manage App Users

- Updated on Jun 29, 2026
- Published on Mar 9, 2026

- 3 minute(s) read

### Overview

This guide provides step-by-step instructions for managing app users on the Sanas Portal. For an introduction to the difference between app users and Portal users, see [App Users & Portal Users](https://help.sanas.ai/portalv3/docs/app-users-amp-portal-users).

### Before you begin

- **Permission:** Your Portal role must include **Application Users (Full Access)**.
- **Target group:** Identify the group where users will be added; this determines their product access and feature settings.
- **Authentication mode:** Know the authentication mode configured for the target group. See [Authentication Modes](https://help.sanas.ai/portalv3/docs/app-authentication-modes).

> _Auto-Activation_ **_:_** _If the target group uses_ **_Auto-Activation_** _, skip manual user addition. Users are automatically added to the_ **_Default Group_** _on first login and can be_ [_moved later_](https://help.sanas.ai/portalv3/docs/add-app-users#moving-users-between-groups) _._

> _Tip:_ **_Group IDs_** _are now accessible in the App Users page. Currently located between_ **_Group Name_** _and_ **_Personalize_** _status columns._

### Add App Users

1. Log in to the [Portal (opens in new tab)](https://portal.sanas.ai/).
2. Select the target group in the group tree where you want to add a user.

#### Use this method for UAK authentication when adding users individually.

1. Navigate to **Groups & Users > App Users**.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)
2. Click **Add Users**.
3. Enter the following:
   - **User ID** — Enter a unique identifier (letters, numbers, and `. _ + - @` only).
   - **First and Last Name** (optional).
4. To add multiple users, click **Add** (up to 5 per request).  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)
5. Click **Save**.

> _After adding: Share the Account ID (top of the group tree) and User ID with each user so they can sign in._

#### Use this method for Email-Passcode authentication.

1. Navigate to **Groups & Users > App Users**.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)
2. Click **Invite Users**.
3. Enter the user's work email address and hit **Enter**.
4. Repeat to add up to 5 email addresses per request.
5. Click **Invite App Users**.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)

Sanas sends the invitation email automatically. Only work email addresses are accepted.

#### Use this method to add a large number of users at once via CSV. Supports both UAK and Email-Passcode authentication.

1. Navigate to **Groups & Users > App Users**.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)
2. Click **Bulk Add**.
3. Click **Download .csv Template** and save the file.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)
4. Open the template and enter user details:
   - **User ID** (required) — Work email for Email-Passcode, or a unique identifier for UAK.
   - **Group ID** (optional) — Leave empty to add users to the current group, or specify a different [Group ID](https://help.sanas.ai/portalv3/docs/groups#group-ids).
5. Save the file and upload it to the Portal.
6. If errors are found, download the error report, fix the issues, and re-upload.
7. Review the action summary and confirm.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)

### Move Users

Move app users between groups to change their product access and configurations.

1. Select a group in the group tree where the user is currently added.
2. Navigate to **Groups & Users > App Users.**
3. Select the checkbox next to the users you want to move.
4. Click **Move To**.
5. Select the target group.
6. Click **Move To**, then confirm.
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)

Users are not notified about the move.

> _Note:_ _We recommend moving users between groups with the same authentication mode. Moving to a group with a different mode may require re-adding the user._

### Edit User Details

You can update a user's name, but User IDs cannot be changed. To correct a User ID, deactivate the user and re-add them.

1. Select a group in the group tree where the user is currently added.
2. Navigate to **Groups & Users > App Users**.
3. Click the ellipsis (⋮) next to the user.
4. Select **Edit User Details**.
5. Update the name and click **Save**.

### Deactivate and Reactivate App Users

Deactivating a user revokes their app access immediately and releases their license seat.

> _Note: Users cannot be permanently deleted. Deactivation preserves historical usage data for reporting and analytics._

#### Deactivate User

1. Navigate to **Groups & Users > App Users** for the user's group.
2. Select the checkbox next to the user.
3. Click **Deactivate Users**, then confirm.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)

#### Reactivate User

1. Navigate to **Groups & Users > App Users** for the user's group.
2. In the status filter, select **Deactivated**.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)
3. Select the checkbox next to the user.
4. Click **Activate Users**, then confirm.  
   .png?sv=2026-02-06&spr=https&st=2026-07-18T07%3A46%3A49Z&se=2026-07-18T07%3A59%3A49Z&sr=c&sp=r&sig=ZvEjC1YpPtcKphiuIvZCIM2EHsfcDPq%2Fr%2F4S6t0W9xQ%3D)

### Export App Users List

For reporting and analytics purposes, portal admins can export or download the App Users list within their scope or permission.

1. From **Groups & Users**, select **App Users**.
2. The export tab with the same label is on the **right** side.
3. Export file format is currently **.xlsx**.

### FAQ

#### Are User IDs case-sensitive?

No User IDs are case insensitive. `User_01` and `user_01` are treated as the same account.

#### Is there a limit to how many users I can add?

No limit on total users, but concurrent usage is limited by your allocated app licenses.

#### Can I use a personal email address (e.g., Gmail)?

No. Only work email domains are accepted.

#### Why can't I delete a user?

Users are deactivated rather than deleted to preserve historical usage data for reports and analytics.

#### What are the latest UI enhancements made for a positive user experience?

Users can now freely resize the table columns to make long details, such as App Users Names and User IDs readable. Plus, a sorting option in these columns have been made available in an ascending or descending order.