As a monday.com administrator, being able to quickly and easily manage the users on your account is essential to keeping your account organized and performing at its best. That’s why the Users tab in your account administration has been redesigned with a new User Management section!
Read on to learn all about it.
How to find it
To access the user management section, click on your profile picture and select Management . From the management section of your account, click on Users on the left side.
And now! This takes you to the new user management section where you can perform all the actions mentioned below in this article.
User filtering
If 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 section. This will be especially important the more users you have on your account!
To filter the user management section, you can use the search bar to locate a user or click the Filter button to filter by user type or status.
Deactivate or activate a user
It can be useful to deactivate a user on your account if a team member has left the team, or if you accidentally have a duplicate user on your account with different email addresses!
To deactivate a user on your account, find the desired user and click the three-dot menu on the right. In the resulting menu, select Deactivate User .
After clicking Cancel User as noted above, the canceled user will no longer be able to access the monday.com account they were previously a part of.
It’s important to remember that deactivating a user will deactivate all automations and integrations they created. You can, however, transfer ownership of automations to active account members to keep automations running on the account!
If you attempt to delete a user with action automations on their account, the following screen will appear and allow you to select a new owner for their automations:
What happens to canceled members?
When a team member is canceled, please remember the following points:
- Canceled users will be grayed out and appear as inactive, but will still be associated with the tasks they were associated with and updates they posted will remain on items:
- Private and shareable boards will become inaccessible if the user was the sole owner of the board. The account administrator can transfer ownership of the board in the admin 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 automations in the administration section as shown here.
- Spaces created by a canceled user will remain active. The account manager 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, select 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 first be deactivated. Once deactivated, follow the same steps above to view only inactive users or search for the relevant user. From there, click the three-dot menu to the right of their name and click Delete User Information .
After clicking Delete User Information , a pop-up will appear where you can confirm whether you want to completely delete this user from your account and update how their name will appear on your account after they are removed. If you wish 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, there will be no connection between the deleted user information and the new one.
However, once a user is completely deleted, the following points should be kept in mind:
- The deleted user’s personal information (such as 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.
- Anywhere that user’s icon would appear (such as when associated with an item, in an update they posted, in the “Last Seen” icon at the top of the board, etc.) will change to display a gray generic icon (as shown in the image below).
- Additionally, anywhere this user’s name would appear (such as when hovering over their icon in the People column, in a post they posted or were mentioned in, etc.) will appear as “Disabled Member” unless you have set their name to display differently.
- If the deleted user was the owner of a board, their ownership will be removed immediately after deletion. You can read more about how to reclaim 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 more about how to do this here.
How to change user type
To change the user type (also known as a “role”), find 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, check out this article.
Account department management
If your organization is divided into several different departments, you can now easily add the departments you have within the company and then associate each user with the corresponding one.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 the Classes tab within the User Management section and then select the blue Add Class button. After that, all you have to do is rename the new class you added and you’re good to go.
Once you’ve added departments, it’s time to assign them to the relevant users! Simply return to the Users tab and find the relevant user. Under the Department column, click the drop-down in the corner and select the specific department you want to assign them to, as shown below.
From the Classes tab, you can also assign a set number of seats to each class. This will make it easy to know how many seats per class are reserved, assigned, and available, and you can also see at a glance if a class is using more or fewer seats than allowed.
To reserve a set number of seats for a class, click on the Classes tab of the User Management section and edit the number next to a given class under the Reserved Seats column. Now, whenever you assign a class to someone, it will deduct that from the number of reserved seats you set!
Add or remove users from a group
From the Groups column within the User Management section, you can easily see and manage the group(s) that users belong to!
To add a user to a group, simply click on the Groups column and then select a group (or multiple groups!) that you want to add the user to. Conversely, you can remove a user from a group by clicking on the Groups column and then clicking the ” x ” to the right of the group they are already a part of.
Make 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 (Enable, Disable) of the selected users.
Similarly, to add or remove multiple users from a group at once, simply select the box to the left of the user names and then click Manage Groups in the lower percent. From there, select the group you want to add or remove the users to, and the change will be made for all selected users!
When changing the user type/status of multiple people at the same time, 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 this 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 blacklist, or is not whitelisted. You can read more about this here.
- Changing a user who has SCIM documents associated with them from admin to non-admin. 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 yet received their invitation).
- An administrator’s tool that has SCIM documents associated with it. You can read more about this here.
General things to remember:
- You cannot include yourself in group 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 the administrator of your account, you can now easily edit another user’s email address directly from the user management section! To do this, simply click on the three-dot menu to the right of the user’s name and click Edit Email Address :
From the resulting pop-up window, enter the user’s new email address and click Change Email Address to continue:
The user will then receive a confirmation email to the new address which they must receive within three days to complete the change. If the user does not confirm the email within three days, their email address will not change on your monday.com account.
If you want to replace another user with someone completely different, you can first change their email address as described above, then click on their name and select Edit Profile to edit the rest of their details accordingly.
Additionally, you can edit the domains of multiple selected users at once to easily and efficiently change them to the domain you want to give them!
To do this, simply click on the small box to the left of the desired usernames, and select an email domain from the panel at the bottom of the screen. Then, enter the new domain and click Change Email Domain . Finally, once your users have confirmed the change, you’re good to go!
Bulk change email addresses from CSV
Are you looking to change the email addresses of many users at once on your account? Do you have a CSV file with the necessary changes ready? If so, you’re in luck! Now you can instantly bulk change users’ 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 section and select Import Data from CSV . 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 have to do is select the column from your CSV file that contains the current email addresses of the users on your account. Then, select the column from your CSV file that points to the new email address you want to change the old one to. Once you’re all set, click Start Import and you’re good to go!
Editing a user’s profile
As an account manager, you also have the ability to edit some of the information on another user’s profile. To do this, simply find the user and select their picture. Then, click Edit their profile like this:
Clicking on Messages here will allow you to edit this user’s message settings.
View 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 section! By hovering over Last Active , you will see two small arrows appear that will help you sort the list of users by their last activity date in ascending or descending order.
No more guessing about when each user accessed your account, now you can easily see this information directly within the user management section.
Export user information to CSV
Looking to download the full list of users from your account to Excel or CSV, including the information they include in their monday.com profile? If so, this can be done by clicking the three-dot button next to the Time button, and then selecting Download CSV from the drop-down menu.