Authentication Mode (Local or SSO)
During initial setup, the admin chooses how users sign in — with local accounts (username and password) or with SSO through your Identity Provider. This is a one-time, permanent choice: it is committed at setup and cannot be changed afterward. The initial admin can also sign in with SSO like everyone else — their account is automatically linked by email on first sign-in — and keeps local login as a fallback, so an admin can never be locked out. Configure SSO itself on the SSO Configuration page.
The Users Table
The users table is a combined view of all users — your Rapid BI Catalog accounts together with the Tableau identities and Power BI workspace memberships found by discovery. The currently logged-in Admin is excluded. The columns and per-row actions adapt to your authentication mode.
| Column | Description | Shown in |
|---|---|---|
| Full Name / Display Name | The user's display name | Both |
| The user's email address | Both | |
| Role | The user's role (Admin, Power User, or Read-Only User) | Both |
| Tableau Usernames | Discovered Tableau username(s) per site, from User Discovery | Both |
| Power BI Workspaces | The catalogued Power BI workspaces this user resolves to | Both |
| Status | Enabled/disabled — and, in local mode, the invitation state | Both |
| IdP Group | The Identity Provider group that determined the user's role | SSO only |
| Selection & Actions | A select checkbox plus Edit, Resend invite, Reset MFA, and Delete controls | Local only |
The Power BI Workspaces column
This column appears when Power BI is licensed. It lists the catalogued workspaces the account is a member of, matched by email address, and it is what decides which workspaces that person can select when processing Power BI reports.
| What the cell shows | What it means |
|---|---|
| One workspace name | The account resolves to exactly one catalogued workspace |
| A workspace name with a +n badge | Several workspaces. Hover to see all of them with the role held in each. |
| Not resolved | No workspace membership was found for this email |
| A dash | Membership was found, but none of it names a workspace this catalog can address |
Use Refresh above the table to re-synchronise users from Tableau and Power BI after membership changes in either tool.
Discovered Users
Because the table merges discovery results with your accounts, a person can appear before they have ever signed in — as a discovered-only row that shows what your BI platform knows about them but has no Rapid BI Catalog account yet. In a local deployment you can invite them (see below) to grant access; in an SSO deployment they gain access automatically the first time they sign in through your Identity Provider.
Authentication Types
| Auth Type | Description |
|---|---|
| Local | A standard account created within Rapid BI Catalog, authenticated with a username and password. |
| SSO | An account provisioned via a connected Identity Provider (IdP) through Single Sign-On. Password and (optionally) role are managed by the IdP. |
Inviting Users (Local Deployments)
In a local-authentication deployment, use Invite Users to add accounts. Enter one or more email addresses and assign a role; Rapid BI Catalog creates each account and emails the user a secure registration link to set their own password. You can invite a single user or several at once.
| Field | Notes |
|---|---|
| Email(s) | One or more valid email addresses to invite |
| Role | Admin, Power User, or Read-Only User |
Editing a User (Local Deployments)
In a local-authentication deployment, click the Edit (pencil) icon in the Actions column to open the Edit User modal:
| Field | Editable? |
|---|---|
| Full Name | ✅ Editable |
| ✅ Editable | |
| Role | ✅ Editable |
| Password | ✅ Optional change |
Roles in SSO Deployments
In an SSO deployment, a user's identity and role are managed by your Identity Provider — the email comes from the IdP, and the role is derived from group mapping and re-synchronized on every sign-in, so it cannot be changed locally. See SSO Configuration.
Changing a Password (Local Users)
When editing a local user, check the Check if you want to change password box to reveal the password fields. The new password must be at least 8 characters and include a special character (!@#$%^&*).
Enabling or Disabling a User
Toggle a user's status to disable or re-enable access without deleting the account. A disabled user is signed out and cannot log in (local or SSO) until re-enabled, and sees a clear "account disabled" message.
Resetting a User's MFA (Local Users)
For local users, if someone loses their authenticator device, use Reset MFAon their row to clear their enrollment. They are prompted to set up Multi-Factor Authentication again on their next sign-in (immediately, if MFA is required). In SSO deployments, multi-factor is handled by your Identity Provider.
Deleting a User
Click the Delete (trash) icon to open a confirmation modal. The modal displays the user's email and requires confirmation before proceeding.
Transferring Jobs
Click the Transfer Jobs button to bulk-transfer all scheduled jobs owned by one user to another. See Transfer Scheduled Jobs for the full process.
Next Steps
- Set up SSO for your organization: SSO Configuration
- Require a second factor: Multi-Factor Authentication
- Map Tableau identities: User Discovery
- Resolve Power BI workspace access: Power BI Service
- Review role permissions: User Roles & Access Control