User management

Sitefinity SaaS enables you to manage the users in your organization through the Sitefinity SaaS Management Portal. There you can invite new users to the Management Portal, as well as to the different Sitefinity environments. You can also change the permissions of existing users and remove users. 

PREREQUISITES: The User Management is accessible only to users with Manage Users permission. 
If you see an error message when trying to access the Users page, you must contact a user within your organization that has admin permissions and request access.

To access the User Management, in the left of the Management Portal, click Users.
When the Users page opens, you can view the list of users. These are all the users that are currently part of Microsoft Entra ID (formerly, Azure AD) for your project. You can filter the users by name and email.

For each user in the list, you can: 

• View user permissions
  In the Permissions column, you can view the permissions that each user has in the Management Portal. 
  
• View user roles
  In the Sitefinity Roles per Environment column, you can view the roles that each user has for each Sitefinity environment. 
  

To invite new users to the project Management Portal, perform the following:

1. Open the Users page and click Invite new users button.
   The Invite new users dialog box opens.
   
2. In the Users input field, type the emails of one or more users.
   
3. In the Permissions dropdown box, select the permissions that you want the new users to have in the Management portal.
   
4. In section Sitefinity Roles per Environment, for each environment, select the roles that the user will have in Sitefinity backend. 
   You can assign users to roles for one or more environments. 
   
5. Click Invite new users.
   The new users appear in the list of users.
   

NOTE: You can add the users both to the Management Portal and to Sitefinity backend. You can also add them only to the Management Portal, or only to the Sitefinity backend. If you assign the users only Sitefinity roles, they will not have any access to the Management Portal.

You can change the roles of an existing user in the following way:

1. Open the Users page and open the More… menu of the user that you want to edit.
   
2. Click Change roles. 
   
3. In the dialog that opens, change the assigned permissions or roles.
   
4. Save your changes.
   

If the invited user has not yet accepted the invitation, you have the option to resend the invitation email. 
To do this, open the More…. menu for the respective user and resend the invitation.

If you want to remove an existing user from your project, perform the following:

1. Open the Users page and open the More… menu of the user that you want to remove.
   
2. Click Remove and confirm the deletion.

The user is removed both from the Management Portal of the project and from the Sitefinity backend for all environments of the project.

Depending on the Sitefinity SaaS subscription that you have purchased, you have a limit on the number of users who can be registered in the Sitefinity SaaS Management Portal. 
For more information, see Capability matrix and limitations.

If you reach the users limit, when you try to add a new user, you will get an error message. 

The users comply to the following rules:

• If the user only has Sitefinity CMS roles and no roles in the Sitefinity SaaS Management Portal, this user is not included in the limit. 
  
• If the user has Management Portal roles, but has a paid license associated with their email – for example, Visual Studio Enterprise, the user is not included in the limit. 
  This is because as a Visual Studio subscriber, the user already has access to Azure DevOps. 
  

NOTE: If a user is invited and has a Visual Studio subscription but has not yet logged in the Management Portal, that user is counted towards the limit. This is because Sitefinity SaaS has no information about the license. Once the user logs in for the first time, that information is updated, and the user is excluded from the limit.

RECOMMENDATION: We recommend ensuring that only users that need access to the project source code and release pipelines are granted Management Portal roles. Also, verify that all the users that have paid licenses have logged in after the invitation, so that they are removed from the limit count.