Users - Airtable Enterprise Admin Panel
  • 12 Sep 2022
  • 7 Minutes to read
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Users - Airtable Enterprise Admin Panel

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The Users page of the Admin Panel lets Airtable admins manage and view information about Airtable usage with a lens focused on a user or users from their organization. We will run through everything from the basics to the more tedious specifics to ensure Admins are able to find vital information quickly and confidently.

NOTE

Keep an eye out for caveats in the article below as there are some differences in functionality when comparing ELA and FLA Enterprise plan types.

Overview

admin_panel_users_homepage_early_2022 (1)

The Users page allows admins 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 (ELA only - Learn more in this article)
      • The share link access level of a user 4

The Users page allows admins to take the following actions:

      • Invite new users
      • 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 upgrader access. (FLA only)
      • Revoke a user’s admin access 5
      • Deactivate a user 6

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 billing 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.
5 An admin cannot revoke their own admin permissions.
6 An admin cannot deactivate their own user account. FLA accounts will display this option as “Remove user” since user accounts are not tied to Enterprise accounts under FLA plans.

Invite users

Admins can quickly invite new and existing users to specific bases or workspaces by clicking the "Invite users" button located at the top right side of the Users page.

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Clicking this button will open up a collaborator invite pop-over where admins can type a single email address or copy/paste several email addresses.

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NOTE

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

After adding one or more email addresses click the "Find a workspace or base" drop-down to scroll to or search for a workspace or base you'd like to invite the new user(s) to.

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Once a base or workspace has been selected, a permissions drop-down will appear.

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Lastly, a custom message can be added to the email invitation. This gives admins the opportunity to share more context with invitees.

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Here's how the invite appears in the pending user's email inbox:

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NOTE
Users who are already collaborating on other workspaces or bases in your organization's Enterprise ecosystem will auto-accept invitations to new bases or workspaces.


Pending invites tab

The pending invites tab shows a list of people who have been invited to use Airtable and do not have Airtable accounts yet.

NOTE

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

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Admins can find users by email, see when the user was last invited, and also resend or cancel all pending invitations.

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Searching, filtering, and sorting

As you work inside the Users page, we’ve included some useful ways to search, filter, and sort the list of users that admins can see.

Searching

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The first option is to search for users by their name, email, or user ID. This allows admins to pinpoint a specific user or more broadly query multiple users. 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.

Filtering

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There are three options to the right of the search bar that will filter the list of users below. 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 “current” 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.

The “Last active” option offers admins the ability to filter users by a few different time periods. The default option is to show users who have been active at “Anytime.” The other 3 options will show users active “More than 3 months ago,” “More than 6 months ago,” or “More than 1 year ago.”

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. The default option is “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 “In the last 1 month,” “In the last 3 months,” “In the last 6 months,” or in the last year.

Sorting

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Finally, clicking on any of the column names in the header of the Users page will sort the results of the users query.

  • Name (of user) - Alphabetically (Arrow up) or reverse alphabetically (Arrow down).
  • Last active - Most recent (Arrow up) or oldest active session (Arrow down).1
  • Joined on - Most recently joined (Arrow up) or oldest joined date (Arrow down).2
  • Seat type - Show Builders first (Arrow up) or show deactivated users first (Arrow down).3

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.
Users with blank information in this column joined before Airtable started keeping track of this information (November 2019) or are external users.
Enterprise customers not yet on our new pricing plan will see this as a “Billable” column. Show billable users first (Arrow up) or show non-billable users first (Arrow down).


Individual user details

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If you’d like to learn more about the information provided on the individual user details page, then please check out this support article.


Individual user actions

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To the right side of the page, admins will see an ellipses (three-dot …) icon. Clicking this button will open up a window of actions that can be performed to change an aspect related to that user’s account. These options allow admins to:

  • Edit the user’s email address.
  • Sign the user out of all sessions they are signed into.
  • Grant or revoke upgrader access privileges. (FLA only)
  • Grant or revoke admin access privileges.
  • Deactivate (remove) or provision (reactivate) the user’s affiliation with your organization’s Enterprise license. Remember that FLA accounts will display this option as “Remove user” since user accounts are not tied to Enterprise accounts under FLA plans.

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Restrictions for changing emails

  • Admins are unable to modify External user emails since they are not considered part of the Enterprise account.
  • An admin is unable to change their own email, however, the action can be performed by a different admin.
  • The new email 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


Bulk user actions

On the left side of the Users page, there is a column of checkboxes that allow admins to select users and perform an action for the set of users selected. Some options will appear in the right corner of the header allowing admins to:

  • Sign the selected users out of all sessions.
  • Grant admin access to all of the users selected.
  • Grant Upgrader access. (FLA only)
  • Deactivate all of the selected users.

admin_panel_users_bulk_actions

NOTE
Admins are not able to perform actions on their own account in order to prevent accidental lock-out.

If needed, clicking on the top-most checkbox or “Clear selection” in the header will deselect all of the users in the list below.


CSV download option

On the Users page, admins will see a CSV download button near the right side of the page. Clicking on this button will download a CSV file of the current list of users being displayed. The file will include the following columns of data:

  • User ID, User first name, User last name, User email, Account type (blank means the user is “Internal”), Two-factor auth enabled, Email verified, Invited by ID, Invited by email, Last active date and time (in UTC), Joined on date and time (in UTC), whether or not the user is billable*,

*On newer Enterprise plans, this column will show which Seat type the user is.

Additionally, ELA organizations that have set up SCIM metadata functionality will see the following additional CSV fields populate:

  • External ID, Title, Cost Center, Department, Division, Organization, Manager name, and Manager ID
NOTE
You can choose the program of your choice to import the CSV file, but, it’s worth noting that we have made it easy for you to import CSV files into Airtable bases. Learn more about importing CSV files in this support article.


FAQs

Can I programmatically change multiple email addresses?

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.


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