Administration Guide

How to Manage Users

This guide shows you how to create user accounts, configure their authentication, assign their role, and activate or deactivate them.

User records in AlloyScan are scoped to a single site. Each user has a role (Administrator or User), an active/inactive state, and an email address that doubles as their sign-in identifier.

Prerequisites

  • You have the Administrator role on the site.
  • You have the user's full name and email address.
  • The site has not reached its Max Users quota. You can check the quota at Admin Center > Limits and usage.
  • If the user will sign in via SSO, the provider is allowed at the instance level and enabled for the Site. Allowing a provider at the instance level makes it available for Site-level enablement; it does not enable the provider for the Site. See How to Set Up Microsoft SSO and How to Set Up Google SSO.

Create a user account

  1. Navigate to Admin Center > Security > Users.
  2. Click + New user.
  3. Fill in the user form:
    • Full name — the display name that appears in the grid and in audit logs.
    • Email — must be a valid, unique email address. The same address is used for sign-in and for verification or notification emails.
    • Role — select Administrator or User. See Roles and Permissions Reference for the capability split.
    • Email verified — select if the user's email address is already verified. Otherwise, AlloyScan emails the user a link to verify the address and set their own password.
    • Active — leave on to enable sign-in.
    • Enter password — for an already verified email address, enter an initial password or leave blank for SSO-only sign-in. If Email verified is cleared, leave this field blank; any entered password will be discarded.
    • Confirm password — repeat the initial password when one is entered.
  4. Click Create. If Continue without password? appears, click Continue without password to confirm or Back to editing to change the form.

If the email is already verified and the account has neither a password nor an available SSO provider, the user must reset their password before signing in.

The activation link sent when Email verified is cleared is valid for 7 days.

Change a user's role

  1. Navigate to Admin Center > Security > Users.
  2. Click the user's Full name in the grid to open the edit form.
  3. Change the Role dropdown to Administrator or User.
  4. Click Save. The role change takes effect on the user's next page load. Existing sessions may need to sign out and back in to pick up role-based menu changes.

Change a user's password

  1. Navigate to Admin Center > Security > Users.
  2. Click the user's Full name in the grid.
  3. Click Change password and set a new local password.
  4. Save the user.

Configure an existing account for SSO-only sign-in

Use this task to disable password authentication for an existing user account while retaining access through SSO.

  1. Confirm that at least one SSO provider is allowed at the instance level, enabled for the Site, and available to the user.
  2. Navigate to Admin Center > Security > Users.
  3. Click the user's Full name in the grid.
  4. Click Clear password to remove the account's local password.

The user can now sign in only through an SSO provider.

IMPORTANT: If no SSO provider is enabled for the Site, Clear password is not displayed.

Deactivate or reactivate a user

A deactivated account cannot sign in even with a correct password and even via SSO.

  1. Navigate to Admin Center > Security > Users.
  2. Click the user's Full name in the grid.
  3. Toggle Active off to deactivate, or on to reactivate.
  4. Click Save. Deactivation does not delete the user record or their historical attribution in change logs.

Verify

After saving, verify the change in the Users grid:

  • The new or updated user appears with the expected Role and Active value.
  • The Last sign-in column updates the next time the user signs in.
  • If Email verified was cleared for a new user, ask them to confirm they received the activation link.

You can also confirm successful sign-ins on Admin Center > Logs > Security log.