As a monday.com administrator, being able to quickly and easily manage the users on your account is essential to ensuring your account is organized and running optimally. That’s why the Users tab in your account administration has been upgraded with a new user management area!
Read below to learn all about it.
How to find it
To access the user management area, click on your profile picture and select Management . From the administrative section of your account, click on Users on the left.
Whoops! This will take you to the new user management area, where you can perform all the actions mentioned below in this article.
User filtering
Whether you want to manage a specific user’s details, show only guests, show a list of pending users, or more, you may want to filter the users displayed in the user management area. This will be especially important the more users you have on your account!
To filter the user management area, you can use the search bar to locate a user or click the Filter button to filter by user type or status.
Deactivating or reactivating a user
It can be helpful to deactivate a user from your account if a team member has left the team, or if you accidentally have a duplicate user on the account with different email addresses associated with it!
To deactivate a user on your account, locate the desired user and click the three-dot menu on the right. From the resulting menu, select Deactivate User .
Once you click Deactivate User as shown above, the deactivated user will no longer have access to the monday.com account they were previously a part of.
It’s important to note that disabling a user will disable all automations and integrations they created. However, you can transfer ownership of automations to active team members to keep automations healthy in your account!
If you try to deactivate a user with active automations on their account, the following screen will appear allowing you to select new ownership for their automations:
What happens to cancelled team members?
Once a team member has been canceled, keep the following in mind:
- Canceled users will appear grayed out and be considered inactive, but will remain associated with the tasks they were associated with and any updates posted will be retained on the items:
- Private and shared boards will become inaccessible if the user was the sole owner of the board. The account administrator can transfer ownership of the board within the Administration section as shown here to gain access to the boards.
- Main boards will remain accessible and the account manager can claim ownership from the subscriptions dialog or the management section explained above.
- Automations and integrations created by the canceled user will be disabled. The account administrator can transfer ownership of the automation within the administration section as shown here.
- Spaces created by an inactive user will remain active. The account administrator can claim ownership of the space from the Spaces page.
To reactivate a deactivated user, you can filter by user status to only show inactive users or use the search bar to locate the deactivated user.
From there, click the three-dot menu on the right and click Activate User .
Permanently deleting a user
If you want to permanently delete a user’s information, that user must be deactivated first. Once deactivated, follow the same steps above to view only inactive users or search for the relevant user. From the dashboard, click the three-dot menu to the right of their name and click Delete User Information . 
After you click Delete User Info , a pop-up screen will appear where you can confirm whether you want this user to be completely deleted from your account and edit how the user’s name will appear on your account after they are deleted. If you want to continue, click the Delete Friend button. 
What happens to users who have been completely deleted?
It is important to note that deleted users cannot be restored. This means that even if the same user is re-added to the account with the same email address after being completely deleted from the account, there will be no connection between the deleted user’s information and the new one.
However, once a user is completely deleted, keep the following in mind:
- The deleted user’s information (e.g., name, email address, role, etc.) will be completely removed from the account. However, the content they created, such as boards, items, and updates they wrote, will remain anonymously on the account.
- Wherever this user’s icon would appear (e.g., when associated with an item, in an update they posted, in the “Last Seen” icon at the top of the board, etc.) a generic gray icon will be displayed (as shown in the image below).
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Additionally, anywhere that user’s name would appear (for example, when hovering over their icon in the People column, in an update they posted or were invited to, etc.) will appear as “Deleted User” unless you configure their name display differently.
- If the deleted user was the owner of a board, their ownership will be removed once they are deleted. You can read how to claim or transfer ownership of a board here.
- All automations created by this user will be disabled. To re-enable their automations, ownership of this user’s automations must be transferred to an active user. You can read how to do this here.
How to change user type
To change the user type (also known as a “role”), locate the user and click on their current user type to the right of their name under the User Role column. From the resulting menu, select the user type (Admin, Member, Viewer, or Guest), or a custom role, that you want to change them to. 
To read all about the different user types we offer, visit this article.
Account department management
If your organization is divided into different revenues, you can now easily add the departments you have in the company and then assign each user to the relevant department. With this feature, keeping your account organized and understanding the division of each department by number of users has never been easier!
To create a new class, click on the Classes tab within the User Management area and then click on the blue Add Class button. After that, all you have to do is change the name of the new class you added and you are good to go.
Once you’ve added departments, it’s time to assign the relevant users! Simply go back to the Users tab and locate the appropriate user. Under the Department column, click the drop-down menu and select the specific department you want to assign them to, as shown below.
In the Classes column, you can also assign a specific number of places to each class.. בכך, יהיה קל לדעת כמה מקומות שמורים יש לכל מחלקה, וכמה ישנו מקומות פנויים, ואתה יכול גם לראות באגוז אם מחלקה משתמשת ביותר או פחות מקומות מהמתוכנן.
To reserve a number of seats for a class, click on the Classes tab of the User Management area and edit the number to the right of a given class under the Reserved Seats column. Now, every time you assign a class to someone, it will subtract the number from the reserved seats you set!
Add or remove users from a team
From the Teams column within the User Management area, you can easily see and manage the teams that each user is a part of!
To add a user to a team, simply click on the Teams column and then select a team (or several!) that you would like to add this user to. Conversely, you can remove a user from a team by clicking on the Teams column and then clicking the ” x ” to the right of the team they are already a member of.
Making changes to multiple users at once
If you’re looking to edit the user type of multiple people at once, start by checking the box to the left of their names. Then, use the panel at the bottom of the screen to change the user type (Admin, Member, Guest, Viewer) or status (Active, Deactivate) of the selected users. 
Similarly, to add or remove multiple users from a team at once, simply select the box to the left of the user names and then click Manage Teams at the bottom. From there, select the team you want to add or remove the users to/from, and the change will be made for all selected users! 
When changing the user type/status of multiple people at once, there are a few important things to keep in mind. Read below to learn more. ⬇️
When changing the user type , the following actions are not supported:
- Change user to guest if the user has the same email domain as the rest of the account.
- Changing a user to a guest if the user’s email domain is on the guest domain blacklist, or is not on the whitelist. You can read more about this here.
- Changing the administrator to a non-admin user of a user who has SCIM tokens associated with them. You can read more about this here.
When changing user status , the following actions are not supported:
- Changing a user’s status when they are still waiting (have not received their invitation yet).
- Shutting down a manager that has SCIM tokens associated with it. You can read more about this here.
General things to note:
- You cannot include yourself in add-on actions.
- You can select and change the user type or status of up to 200 users. Using the “Select All” button will select the first 200 users listed in the table.
Changing a user’s email address
If you are an administrator of your account, you can now easily edit another user’s email address directly from the user management area! To do this, simply click on the three-dot menu to the right of the username and click Edit Email Address : 
From the pop-up display you receive, enter the user’s new email address and click Change Email Address to continue:
Once this is complete, the user will receive a confirmation email to the newly entered address that they must confirm within three days to complete the change. If a user does not confirm the email address within three days, their address will not change in your monday.com account.
If you want to switch users with someone else entirely, you can first change their email address as described above, then click on their name and click Edit Profile to edit the rest of their details accordingly.
You can also bulk edit the email domains of multiple selected users at the same time to easily and efficiently change them to the domain you want them to be on!
To do this, simply click on the small box to the left of the desired names, and select an email domain from the selection panel that appears at the bottom of the screen. Then, enter the new email domain and click Change Email Domain . Finally, once the users confirm this change on their part, you’re good to go!
Mass change of user emails from a CSV file
Looking to change the email addresses of many users on your account at once? Do you have a CSV file with the required changes ready? If so, you’re in luck! You can now make a mass change of email addresses by uploading a CSV file containing the required changes.
To get started, click the three-dot menu in the top right of the user management area and select Import data from CSV file . Then click the blue Upload button, or drag and drop the CSV file from your computer onto the screen that appears.
Once you’ve uploaded your CSV file, all you need to do is select the column from your CSV file that contains the current email addresses of the users in your account. Then, select the column from your CSV file that points to the new email addresses you’d like to change the old ones to. When you’re done, click Start Import and you’re ready to go!
Editing a user’s profile
As an account administrator, you also have the ability to edit some of another user’s profile information. To do this, simply locate the user and select their profile picture. Then, click Edit Profile like this: 
Clicking on the Messages tab here will allow you to edit this user’s message settings.
See the user’s last activity date
To easily understand when each user was last active on your account, check the Last Active column in the User Management dashboard! By hovering over Last Active , you will see two small arrows appear that allow you to sort the list of users by their last activity date in ascending or descending order. 
There will be no more guessing when each user accesses your account, as you can now see this information directly in the user management alert.
Export user information to a CSV file
Looking to download the entire list of users from your account to Excel or CSV, including the information entered in their monday.com profile? If so, this is possible by clicking the three-dot button next to the Time button, then selecting Download CSV from the drop-down interface. 