Users - Airtable enterprise admin panel

• The admin panel allows you to view the total number of active users associated with the organization’s Enterprise plan including external users:

  • A breakdown of users by license type ¹

  • Pending user invites

  • A list of all of the users in their organization

  • The name and email address of each user

  • Additional user details in a separate window

  • Identify the user as Internal/Provisioned (no tag displayed), External, Admin, or Deactivated

  • The last date of activity for a particular user ²

  • When the user joined

  • The seat type for each user  ³

  • A cost center column for accounting purposes 

  • The share link access level of a user ⁴

Note

¹ This header will not be shown for organizations that have not renewed their Airtable contract as of November 2021. ² Last activity is updated when a user takes a qualifying action in a workspace owned by the enterprise. ³ Organizations who have not yet signed a new contract with us will only be able to see whether the user is billable or not. ⁴ This column will not be shown for organizations that have not renewed their Airtable contract as of November 2021.

• Invite new user actions:

  • Search, sort, and filter results in various ways

  • Download a CSV of the list of users being displayed

  • Edit the email of a user

  • Sign the user out of all sessions they are currently logged in to

  • Revoke a user’s admin access ¹

  • Deactivate a user ²

Note

¹ An admin cannot revoke their own admin permissions. ² An admin cannot deactivate their own user account.

The number shown in the admin panel's "Users" tab represents the total number of users that can access your organization's content, including users managed by your organization, deactivated users, and external collaborators.

The number displayed under the "Name" column shows the number of users that match the current filter or search query. This number doesn't always match the number shown on the "Users" tab because the page, by default, shows only active users. Apply any applicable features to confirm both numbers are accurate.

Active users can log in and access Airtable, while deactivated users can't log in.

Admins can deactivate active users managed by their enterprise account and reactivate de-provisioned users.

The "Last activity time" data is updated once users take a qualifying workspace action in a base or interface owned by the enterprise.

Examples of qualifying actions:

Workspaces

• Upgrading/downgrading/deleting workspaces

• Adding/removing collaborators

• Renaming workspaces

Bases

• Opening bases

• Adding and removing collaborators

• Creating, deleting, and modifying share links

• Exporting CSV data

• Uploading and downloading attachments

• Modifying automations

• Commenting

• Viewing share links while logged in

Interfaces

• Loading interfaces

• Viewing records through interfaces

• Updating records through interfaces

Examples of non-qualifying actions:

• Loading the home screen

• Logging in / logging out

• Updating user preferences (eg. Notification preferences)

• Submitting a form

• Trying to load a base to which they do not have access

Note

• Admins on Enterprise plans can simultaneously send up to 1000 workspace, base, or interface collaboration requests. The limit for admins on Business plans is 50.

• Users already collaborating on other workspaces or bases in your organization's Enterprise ecosystem will auto-accept invitations to new bases or workspaces. Users already managed by your organization will auto-accept invitations to groups

1. Open your admin panel.

2. Click Users.

3. Click Invite users.

4. Enter the email address of the user you want to invite.

5. Search for or select the workspace, base, or interface, or group you want them join.

6. Click the ⌄ icon next to the workspace, base, or interface you selected and choose a permission.

   1. You can optionally choose to include a personalized message.

7. Click Send invitations.

Note

If domain restrictions are enabled for your organization's Enterprise plan, you will see a warning for any email addresses outside those restrictions. Additionally, internal domains will appear slightly greyed, while external domains will show white with a light grey border.

Note

• The pending invites tab does not show pending invites for users who are already collaborating in your organization's enterprise ecosystem.

• Admins can use this to tab to search for invited users by email, review when invited and resend or cancel all pending invitations

1. Open your admin panel.

2. Click Users.

3. Click Pending invites.

You can search for users by name, email, or user ID, allowing admins to pinpoint a specific user or query multiple users more broadly. For example, an admin could search for all users with a particular domain name attached to their email address. The number of search results will appear in the search bar as you type.

1. Open your admin panel.

2. Click Users.

3. Click the “Find by email” search box.

There are 4 filtering options to the right of the search bar allowing you to filter your list of users.

1. Open your admin panel.

2. Click Users.

The “Account type” filter has 5 options to choose from:

• All - This default filter option shows all users who have ever been associated with your organization’s Airtable Enterprise plan.

• Member - These are active Airtable users whose accounts have not been deactivated.

• External - This group of users have an email domain that does not match the domain(s) of your company that we have on record.

• Admin - This option will only show those users with admin privileges.

• Deactivated - This filter will list out users who have been deactivated.

NOTE

The “Last active” option allows admins to filter users by different periods—anytime, more than 3 months, 6 months, etc.

The third filter option lets admins see a list of users based upon the date that a user joined your company’s Airtable Enterprise account—anytime, which will show all users who have been associated with your Enterprise account. The other 4 options are time-based and will show users who joined 1 month ago, 6 months ago, etc.

Admins can sort users by clicking on any of the column names in the header.

1. Open your admin panel.

2. Click Users.

Sorting options:

• Name (user) - Alphabetically (↑) or reverse alphabetically (↓).

• Last active - Most recent (↑) or oldest active session (↓). ¹

• Joined on - Most recently joined (↑) or oldest joined date (↓). ²

• Seat type - Show Editors first (↑) or show deactivated users first (↓). ³

NOTE

¹ Users with blank information in this column were either last active before Airtable started keeping track of this information (November 2019) or have never had an active session in Airtable.
² Users with blank information in this column joined before Airtable started keeping track of this information (November 2019) or are external users.
³ Enterprise customers on legacy plans will see this as a “Billable” column. Show billable users first (↑) or show non-billable users first (↓).

To learn more about the individual user details page, please check out our admin panel user details article.

Admins have access to a suite of tools allowing them to managing user access, permissions, and more.

These options allow admins to:

• Edit user email addresses.

• Sign out users from all sessions.

• Grant or revoke admin access privileges.

• Deactivate (remove) or provision (reactivate) user affiliations with your organization’s enterprise license.

1. Visit your admin panel.

2. Click Users.

3. Click on your preferred user’s name.

4. Click the … icon at the end of row.

   

5. Select the necessary action.

6. Click Save (when applicable).

• Admins can’t modify external user emails since they are not considered part of the enterprise account.

• Admins can’t update their own emails, however, this action can be performed by a different admin.

• Updated emails must be part of a domain owned by the enterprise account.

• The email can’t be in use already.

• The email can’t be changed when the user has two-factor authentication enabled

Note

Admins are not able to perform actions on their own account in order to prevent being locked out.

Admins can also select up to 1000 users and perform actions for the selected group.

1. Open your admin panel l.

2. Click Users.

3. Select the checkbox next your preferred users’ name(s).

Options will appear in the right corner of the header, allowing admins to:

• Sign out users from all sessions.

• Grant admin access. 

• Deactivate users.

Admins can download user detail CSVs offering user context and relevant information for decision making.

1. Open your admin panel.

2. Click Users.

3. Click CSV.

CSVs in the admin panel include the following information:

• User ID

• User first name

• User last name

• Account type (If blank, user is internal)

• Two-factor auth enabled

• Email verified

• Invited by ID

• Invited by email

• Last active date and time (UTC)

• Joined on date and time (UTC)

• Seat type

1. Open your admin panel.

2. Click Users.

3. Click on your preferred user’s name.

4. Click the … icon at the end of row.

5. Click Grant ADMIN access.

Yes, this section of our Enterprise Airtable API documentation will help. This can be especially useful if your company is migrating to a different domain.

Note

• Super admins and org unit admins can access all of the category pages listed below.

• All other roles’ access is individually noted below.