Who can use this feature:

Admins

As a monday.com admin, managing your account’s users should be simple and efficient. In this article, we’ll walk you through everything you need to know. 🙌

Locate the user management section

To access the user management, click your profile picture and select Administration. Then, go to the Directory section on the left panel and choose Users from the expanded menu.

Filter users 

As your account grows, filtering becomes key to managing users efficiently. Use the search bar to quickly find a specific user, or click the Filter button for more advanced options like role, status, product membership, and more.

Deactivating or re-activating a user

If a team member has left or you have a duplicate user with different emails, you can deactivate them to keep your account clean and secure. Just find the user in the list, click the three-dot menu next to their name, select Deactivate user, and follow the rest of the prompts. Once deactivated, they’ll lose access to your account.

Deactivating a user will also disable any automations or integrations they created. To keep them running, you can transfer ownership to another active user. If automations are in place, you’ll be prompted to choose a new owner before completing the deactivation:

What happens to deactivated members?

Once a team member has been deactivated, please keep the following in mind:

• Deactivated users will be greyed out and appear as inactive, but will still be assigned to the tasks they were assigned to, and their updates posted will remain on items:

• If the user is the sole board owner, private and shareable boards will become inaccessible. An account admin can transfer board ownership within the Administration section, as shown here, to gain access to the boards.
• The main boards will remain accessible, and an account admin can claim ownership from the subscribers' dialogue or the Administration section explained above.
• Workspaces created by a deactivated user will remain active. An admin of the account can claim ownership of the workspace from the workspace page. 

To reactivate a deactivated user, you can filter by user status to show only inactive users or use the search bar to locate the deactivated user.

From there, select the three-dot menu on the left side and click Activate user:

Permanently deleting a user

To permanently delete a user’s information, you’ll need to deactivate them first. Once deactivated, filter for inactive users or search for their name, then open the three-dot menu next to their name and select Delete user details:

A pop-up will appear where you can confirm the deletion and choose how the user’s name will be displayed in your account after removal. When you're ready, click Delete member to finalize the action.

Note: Permanently deleting a user is irreversible! If you may want to reactivate this user in the future, we recommend keeping them deactivated rather than fully deleting them.

What happens to fully deleted users?

It is important to note that deleted users cannot be restored. This means that even if the same user is re-added to an account with the same email address after being fully deleted, there will be no connection between the deleted user's details and the new one. 

With this said, once a user has been permanently deleted, please keep the following in mind:

• The deleted user's personal details (e.g., name, email address, title, etc.) will be fully removed from the account. However, the content they've created, such as boards, items, and updates they wrote, will remain anonymously on the account. 
• Any place where this user's icon used to appear (i.e., when assigned to an item, in an update they posted, in the "last seen" icon at the top of the board, etc.) will be changed to show a general grey icon.
• Any place where this user's name is used to appear (i.e., when hovering over their icon in the people column, in an update they posted or were tagged in, etc.) will now appear as "Deleted member" unless you've configured their name to be displayed otherwise.
• If the deleted user was a board owner, their ownership will be removed as soon as they are deleted. You can read more here on how to reclaim or transfer board ownership.
• Any automations created by this user will be deactivated. In order to reactivate their automations, the ownership of this user's automations will need to be transferred to an active user. You can read more on how to do this here.

How to change a user's type

To change a user’s role, find the user in the list and click their current role under the User role column. Then, choose the new role you’d like to assign—Admin, Member, Viewer, Guest, or a custom role—from the dropdown menu.

Manage departments on the account

If your organization is divided into departments, you can add them to your account and assign each user to the relevant one. This helps you keep things organized and easily see how many users belong to each department.

Note: Department management is only available on the Enterprise plan. 

To create a department, go to the Departments tab in the Directory section and click the + Add department button. 

You can also reserve a specific number of seats for each department. This lets you track how many seats are assigned, reserved, or available, and quickly spot if a department is using more than intended. To do this, edit the number in the Reserved seats column next to the department name.

If you’d like to delegate user management by department, you can assign one or more department owners. Only admins can assign department owners in the administration section. Department owners can access the administration section and manage only the account members assigned to their department, without needing full admin access. Assigned owners will receive a notification, and they’ll also see a pop-up the next time they log in.

In the Departments tab, use the dropdown menu under Owner to assign one or more owners to each department:

When a department owner opens user management, they’ll see a filtered list of the account members in their department. They’ll also see account members who don’t have a department yet, so they can assign them to the right department. From this view, department owners can adjust account roles and access as needed, and they can review their department’s seat usage, including allocated versus reserved seats. If a department owner is assigned to more than one department, they’ll be able to manage each of those departments the same way.

Note: A department can have more than one owner, and a department owner can own more than one department. Each account member can be assigned to only one department. Bulk editing isn’t supported for department owners at this time, nor is assigning department owners via SCIM.

Once your departments are set up, head back to the Users tab. Under the Department column, use the dropdown menu to assign each account member to the appropriate department:

Add or remove users from a team

From the Teams column within the user management section, you can easily view and manage the team(s) that each user is a part of!

To add a user to a team, simply click into the Teams column and then choose a team (or multiple!) that you'd like to add that user to. Conversely, you can remove a user from a team by clicking into the Teams column and then clicking on the "x" to the right of the team that they are already a part of.

Make changes to multiple users at once

If you're looking to edit the user type for multiple people simultaneously, start by ticking the box to the left of each name. Then, use the panel at the bottom of the screen to change the user type (admin, member, guest, viewer), teams (add or remove), status (activate, deactivate), email domain, or department of the selected users.

When changing the user type/status of multiple people at once, there are a few important things to keep in mind:

When changing user type, the following actions are not supported:

• Changing a user to Guest if that user has the same email domain as the rest of the account.
• Changing a user to Guest if the user's email domain is part of the guest domain blacklist, or not in the whitelist. You can read more about this here.
• Changing an admin to non-admin of a user that has SCIM tokens associated with them. You can read more about this here.

When changing user status, the following actions are not supported:

• Changing the status of a user when they are still pending (haven't accepted their invitation yet).
• Deactivation of an admin who has SCIM tokens associated with them. You can read more about this here. 

General things to keep in mind:

• You cannot include yourself in the batch 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 that appear on the table.

Changing a user's email address

You can easily edit another user's email address directly from the user management section! Simply click on the three-dot menu to the right of the user's name and click Edit email address:

In the pop-up, enter the user’s new email address and click Change email address to continue. The user will receive a confirmation email at the new address and must accept it within three days. If they don’t confirm in time, the email address won’t be updated on your monday.com account.

Admin impersonation: log in as another user

Sometimes an issue only shows up for a specific account member. Admin impersonation lets you open a secure, time-limited session as that user so you can troubleshoot and confirm access settings from their perspective. Impersonation activity is recorded in the Audit log.

Note: This feature is available on the Enterprise plan only. You can only impersonate active, non-admin users. You can’t impersonate other admins.

To start an impersonation session, from the Users list, locate the person you want to impersonate and click the three-dots menu next to their name. Select Login as this user.  

Then click Log in to confirm:

During impersonation, you’ll see a banner at the top of the screen that confirms who you’re logged in as. To stop impersonating, click End session in the top banner to return to your original admin session:

If the 15-minute session expires and you don’t end it manually, you’ll be redirected to the login page.

Impersonation sessions are logged for visibility. To review them, go to Administration → Security → Audit, and look for impersonation events showing when a session was started and ended.

Bulk change user emails 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 to go? If so, you're in luck! You can now instantly perform a bulk change of user email addresses by uploading a CSV file that contains the needed changes. 🙌

Note: This feature is available on the Enterprise plan only. 

To get started, click on the three-dot menu at the top right of the user management section and select Import data from CSV. Next, click on the blue Upload button, or drag and drop the CSV file from your computer onto the screen that appears.

After 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 indicates the new email addresses that you'd like to change to the old ones. Once completed, click on Start import, and you're ready to go!

Editing a user's profile

As an account admin, you can edit certain details in a user’s profile. Just click the user’s name to open their profile in a new tab and make your changes there:

Click the Notifications tab to adjust this user’s notifications settings.

Note: You can’t set a new password for an account member, but you can trigger a Reset password so they can create a new one.

 

Reset a user’s password

If an account member can’t log in, you can trigger a password reset from the user management table. Open the three-dots menu next to the account member’s name, then select Reset password and confirm. The account member will be signed out of their current session and prompted to set a new password.

View user's last activity date

To easily understand when each user was last active on your account, check out the Last Active column in the user management section! By hovering over Last Active, two arrows will appear, allowing you to sort the user list by their last activity date in ascending or descending order.

Note: We currently only have user activity data from July 2020. If a user has not been active on your account since then, you'll see "No activity since July 2020" in the "Last Active" column.

Export user details to CSV

Looking to download the entire list of users from your account to Excel or CSV, including the information that they've included within their monday.com profile? If so, click the button with three dots next to the Invite button and then select Download CSV from the dropdown menu: