The Members & groups screen is where you manage who can use Datarails and what they can access. From here you can add members, change their role, deactivate or delete them, and organize them into groups so you can share content with many people at once.

Before you start

• Every member has one system role: Viewer, Collaborator, Manager, Admin or Super Admin. The role sets the most a member can do. Access to specific tables, Fileboxes, dashboards and reports is granted separately, either directly or through a group.
• What you can do on this screen depends on your own role:

Access Members & groups

1. In the left navigation, open Admin and click Members & groups.

   

2. The screen has two tabs. Members lists every member with their role, groups, status and last login. Groups lists every group with its members and role. Use the search box on either tab to find a member or group.

   

Managing members

Add a member

1. On the Members tab, click + New.

   

2. In the Add new member window, enter the member's Email, First name and Last name, and select their Department and Job role. All of these are required.

3. Under Role, select the member's system role:

   • Viewer: views and downloads shared data only.
   • Collaborator: uploads, submits, and works with shared data and reports.
   • Manager: creates and manages tables, dashboards, reports, and related permissions.
   • Admin: manages organization settings, users, integrations, and permissions.

   

4. Click Create user.

5. In the Set permissions step, choose how the new member gets access to data and elements:

   • Assign to groups: the member inherits all the permissions of the groups you select.
   • Copy from an existing member: the member gets the same permissions as another member. Later changes to that member's permissions are not copied over.
   • Set manually: you choose the tables and elements yourself.

   

   If you are an Admin: The Set permissions step doesn't appear. After you click Create user, you set the member's permissions manually.

    

6. If you chose Assign to groups, open Select groups and select one or more groups. The list shows only groups the member's role allows them to join.

   

7. Click Next. Review the shared content, then click Done.

   

The new member appears in the Members list.

Editing existing members

1. On the Members tab, click the member's name.

   

2. The profile shows the member's Permissions on data tables and elements, and the Groups they belong to. To edit their details, click User settings.

   

3. Update the settings you need, such as the member's name, email, System role, SSO settings, Enable notifications, Job position or Department, then click Save.

   

To remove the member from a group, hover over the group in the Groups card and click the trash icon. Only Super Admins see this icon.

Deactivate, reactivate, or delete a member

1. On the Members tab, click the ⋮ menu at the end of the member's row.

   

2. Select an option:

   Option	What it does
   User Profile	Opens the member's profile.
   Reset Password	Opens the Reset Password window for this member.
   Deactivate User	Blocks the member from signing in. Their permissions are kept, and the member shows as Inactive in the list.
   Activate User	Appears for inactive members, and restores their access.
   Login As...	Appears for Super Admins, allows you to login as the user and see their view.
   Delete	Permanently deletes the member. Not available for Super Admins.

3. To deactivate, select Deactivate User and click Yes to confirm.

   

   Before you delete a member: Deleting a member withdraws their access to shared content. Their data isn't erased, and their file permissions are transferred to the Super Admin. If the member is the only owner of some content, Datarails lists that content and asks you to assign another owner or delete each item first.

Managing groups

A group lets you share a table, Filebox, dashboard or report with several members at once. Every member of the group gets the access level the group has. If a member also has their own access to the same item, the higher level applies.

Create a group

1. Click the Groups tab.

   

2. Click + New group.

   

3. In the Add new group window, enter a Name, then select the group's Members. Datarails shows the role the group will have, based on the members you selected.

   

4. Click Create.
5. The Set Permissions window opens. In step 1, choose the data tables the group can access and click Next. In step 2, choose the elements, then click Done.

Open a group's profile

1. On the Groups tab, click the group's name. You can also click the ⋮ menu on the group's row and select Group profile.

   

2. The profile shows the group's Permissions on data tables and elements, and its Members.

Add members to a group

1. In the group's profile, click + Add in the Members card.

   

2. In the Add members window, start typing a name or email address and select the member from the list. Repeat for each member you want to add.

   

3. Click Add. The new members get the group's access immediately.

Removing a member from a group

1. In the group's profile, hover over the member in the Members card and click the trash icon.

   

2. The member loses the access they had through this group. Access they have directly or through other groups doesn't change.

Renaming a group

1. In the group's profile, click Group settings.

   

2. Change the Group name and click Save. The System role is shown for reference and can't be edited here, because it follows the group's members.

   

Deleting a group

1. On the Groups tab, click the ⋮ menu on the group's row and select Delete group.

   

2. Click Delete to confirm.

   

Deleting a group removes the group's access to everything that was shared with it. The members themselves are not removed from Datarails.

Updated November 13, 2026 17:05