Admins and Super Admins look after a Datarails organization: who can sign in, what each person can do, and how the organization is set up. This article explains the difference between the two roles, lists the most common admin tasks, and points you to the article that covers each one in detail.
New permissions model: This article describes the new permissions model, which is rolling out gradually during the second half of 2026. If your screens look different, your organization may not have it yet.
Where to find the admin settings
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In the left navigation, click Admin. It is near the bottom of the list, under Setup.
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The Admin menu opens. Click the item you need.
The items you see depend on your role and on what your organization uses. The ones you'll use most are:
| Item | What you do there |
|---|---|
| Members & groups | Add members, change their role and settings, reset passwords, deactivate or delete members, and manage groups. |
| Organizations | Change the organization's logo and settings, and add an organization. |
| Security & access | Manage sign-in and access settings for the organization. This item appears only for some organizations. |
| Usage reports | Export reports on activity and on who has access to what. |
Admin and Super Admin: what's the difference?
Both roles can manage members and organization settings. The difference is in how much of the organization's content they can reach.
- A Super Admin has access to everything. They are automatically an Owner of every table, Filebox, dashboard, report and workflow, and can't be removed from any of them.
- An Admin sees only what they created or what was shared with them. This lets you keep data separate between parts of the business while still giving someone admin rights.
| What you can do | Admin | Super Admin |
|---|---|---|
| Add members, edit their settings, reset passwords, deactivate and delete them | Yes | Yes |
| Manage organization settings | Yes | Yes |
| Assign roles | Up to Admin | All roles, including Super Admin |
| Access to tables, Fileboxes, dashboards and reports | Only those they created or were shared on | All of them, automatically |
| Change who has access to an element | Only on elements they own | On any element |
| Create and delete groups, add and remove group members | No | Yes |
| Choose how a new member gets permissions (from groups, copied from another member, or set manually) | No. Permissions are set manually | Yes |
| Log in as another member | No | Yes |
Which role to choose: Give Super Admin to the few people who run the whole Datarails environment, such as system owners. Give Admin to people who manage members and settings but shouldn't see all of the organization's data. We recommend having at least two Super Admins for continuity and access control.
For all five roles and what each can do, see Roles and permissions overview.
Set up the organization
Change the organization's logo
- Go to Admin > Organizations.
- Click the ⋮ menu at the end of the organization's row and select Change default logo.
- Upload your logo.
The logo must be a square JPG or PNG, between 48 x 48 and 72 x 72 pixels.
Can't see the upload button? On a small screen the button can be out of view. Zoom out in your browser: press Ctrl and - on Windows, or ⌘ and - on a Mac.
Set up single sign-on
See Configuring SAML-Based SSO in Datarails.
Give a member a practice environment
A playground organization is a separate training environment where a member can practice without touching your live data. Admins and Super Admins create one from the member's ⋮ menu in Members & groups. See Playground Organizations in Datarails.
Clone an environment
Cloning creates a new organization from one of your templates. Use it for testing, or to give a department or client its own environment so that their changes don't affect anyone else.
- Click your name in the top-right corner and select Add New Organization. You can also start from Admin in the left navigation.
- Enter the Domain, and select a Template. The Account ID is filled in for you.
- Click Add, then OK. Datarails emails you and creates a support user in the new environment.
- Open the link in the email to sign in to the new environment.
The new environment includes the template's:
- Fileboxes that have at least one Datarails function or table, with their integration settings, date tags and latest version, and Fileboxes used as lookup tables
- Dashboards
- Tables, with their categories, descriptions, formatting and sorting
- Calculated values
- Datarails tables and functions
- Report spaces, with their names, schedules and selected Fileboxes
Fileboxes with no Datarails function or table aren't copied.
Schedule dashboards and reports
You can send a dashboard or report to people by email on a schedule. Recipients need access to the dashboard or report and to the data behind it. See the "Set a sharing schedule" section of Dashboards Overview.
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