User Management

Create, edit, and delete user accounts; manage authentication types; and transfer job ownership between users.

UsersInviteRolesSSOMFAAdmin only
Admin Only
The User Management page is accessible exclusively to users with the Admin role.

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 everyone relevant to your deployment — your Rapid BI Catalog accounts together with the Tableau identities found by User Discovery. The currently logged-in Admin is excluded. The columns and per-row actions adapt to your authentication mode.

ColumnDescriptionShown in
Full NameThe user's display nameBoth
EmailThe user's email addressBoth
RoleThe user's role (Admin, Power User, or Read-Only User)Both
Tableau UsernamesDiscovered Tableau username(s) per site, from User DiscoveryBoth
StatusEnabled/disabled — and, in local mode, the invitation stateBoth
IdP GroupThe Identity Provider group that determined the user's roleSSO only
Selection & ActionsA select checkbox plus Edit, Resend invite, Reset MFA, and Delete controlsLocal only
Actions depend on the authentication mode
In local deployments you manage accounts directly — invite, edit, reset MFA, and delete via the Actions column. In SSO deployments, roles and identities are managed by your Identity Provider, so the table shows the IdP Group column instead of per-row edit actions; you can still enable or disable an account.

Discovered Users

Because the table merges User Discovery results with your accounts, a person can appear before they have ever signed in — as a discovered-only row that shows Tableau usernames 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 TypeDescription
LocalA standard account created within Rapid BI Catalog, authenticated with a username and password.
SSOAn 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.

FieldNotes
Email(s)One or more valid email addresses to invite
RoleAdmin, Power User, or Read-Only User
Invitations are for local accounts only
SSO users are never invited — they are provisioned automatically on first sign-in (linked by email, or created via JIT). See SSO Configuration. If an invitation has not been accepted yet, you can resend it; each registration link is valid for 24 hours.

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:

FieldEditable?
Full Name✅ Editable
Email✅ 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.

Note
The currently logged-in Admin's own account cannot be deleted from this page.

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