Manage your users
When using the Showell App for Web, you have a range of options available to effectively oversee and manage your users. Continue reading to explore all the available functionalities.
1. Access to the Users Area
As an Admin, access to all your Users is very straightforward: Simply click 'Admin' > 'Users' from the side menu.
2. Invite and Export Users
Invite users: Inviting users to your workspace is quick and easy. Perfect for mass-inviting, not just internal, but also external users such as dealers, distributors, and other 3rd party users.
Export users: You can easily export a comprehensive spreadsheet list containing all the users in your workspace. This feature allows you to conveniently access and manage user information in a structured format.
3. Overview of available Licenses and sent Invitations
Licenses: See in a glance how many licenses you have left on your workspace. If you are in need of more, simply contact Sales or your dedicated Showell CS Manager.
Invitations: Know how many invitations have been accepted, or how many are still pending.
4. Users and Invitations tabs + Search and Filter options
Users and Invitations tabs: From here, you are able to quickly swap between a list view of your Workspace users and the sent invitations
Search and Filter options: If you have a large number of users in your Workspace, you can easily find the specific users you need by using search terms or applying filters based on their role, license, creation date, multi-factor authentication, group, or country. This allows for quick and efficient user management.
5. Sorting, selecting and user overview/options
Checkboxes: Easily choose multiple users at once to add or remove them from a group. Refer to point 6 for more detailed information.
Sorting options: By clicking one of the column headers such as Name or Created, you are able to sort the user list accordingly.
User row: By clicking anywhere on the user's row, you will open its settings/properties panel.
Properties 
: By clicking the Properties icon, you will open the user's settings/properties panel.
'3 dots': This will provide some quick actions, such as removing the user or adding/removing from a group.
6. multi-select options
You can easily perform bulk actions by selecting multiple users using the checkboxes, as shown in point 5. This allows you to add or remove them from groups in one go.
Manage individual users
In the Showell App for Web, go to Admin > Users and click a user’s row, or the Properties icon at the end of the row. The user’s panel opens with these tabs:
- Properties: the user’s profile, role, organization, groups and license
- Courses: the courses the user has started and finished. Only with Showell Courses.
- Security: sign-in and multi-factor authentication details
Click the ‘3 dots’ at the top right for quick actions, such as removing the user.
Users can update their own profile in their personal settings, but not their role, organization, groups or license.
Properties
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Profile picture: click Change image to upload, edit or remove the picture. Changes save automatically. Use at least 500x500 pixels, in JPG or PNG.
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Basic info: the user’s Name, Username and Email.
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Details: optional extra information: Title, Company, Country, Mobile phone and Signature. Click Details to show or hide these fields. For the mobile number, choose the country code first, then type the number. Details make it easier to filter your users, for example by country.
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Click Save changes below Signature to save Basic info and Details.
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SSO users: if the user signs in with SSO, Name, Username and Email are greyed out. They come from your company’s SSO provider, so change them there.
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Role: Admin, Member or one of your custom roles. See Manage Roles.
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Roles from SSO: if your Workspace assigns roles from SSO groups at every sign-in, a role you change here is replaced at the user’s next sign-in. Change their SSO group instead.
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Organization: the dealer, partner or subsidiary the user belongs to. A user can belong to one organization, so picking another one moves them. See Groups & Organizations: Setup Guide.
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Groups: search by name to add the user to a group, or click the x on a group to remove it. Click Save changes.
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License: change or remove the user’s license.
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Metadata: when the user was created and last modified, and which Showell app versions they use on each platform. See Check your Installed Showell App Version.
- My Files: at the bottom of the panel, open the user’s My Files with the 'Go to folder' button.
Courses (Showell LMS/Courses only)
See which courses the user has started and finished. Click Export all data to download a list of all the courses they took part in. See Monitor Course Participation.
Security
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Multi-factor authentication: Check if the user has enabled Multi-Factor Authentication (MFA). If a user is experiencing issues with their MFA, you have the ability to deactivate it.
- MFA can also be required for the whole Workspace under Admin > General preferences.
- Password last changed: See when the password for this user was last changed.
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Password reset link: Login issues? Provide the user with a reset link.
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Last login: Find out when the user used Showell the last time.
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Reset Login: By clicking the Reset login button, you will log the user out from all devices.
💡 FAQ
Can I disable a user, instead of removing the user account?
If a user is just temporarily inactive and you do not want to delete the user, you can always choose to turn the license off. This way you can prevent them from accessing Showell. Rest assured, their Analytics, My Files, and Presentations will remain intact and unaffected. Disabling the license will also open up a license spot for another user to utilize.
What happens when I delete a user?
When you delete a user, their personal content is removed from the Workspace. This includes content stored in their My Files and personal presentations* they have created.
Existing Shares created by the deleted user will remain accessible as before. However, the Share will no longer have an owner attached, so the business card or owner details will not show any user information in the Digital Sales Room. Workspace Admins can reassign ownerless Shares to another user in the Workspace.
*Presentations created in the main Workspace are not removed, even if the deleted user originally created them.
Can an Admin change a user’s password?
No. For security reasons, Admins cannot directly set or change another user’s password.
If a user forgot their password or is having trouble signing in, you can provide them with a password reset link from the user’s Security settings. The user can then reset their password themselves.
If the user signs in with Single Sign-On (SSO), their password is managed by your organization’s login provider, such as Microsoft or another company login system. In that case, the user should contact their IT team or Showell Administrator for help.
🔔 Troubleshooting
Why is an invited user not able to join?
Each user requires an available license to join a Workspace. If a user is unable to join, check the following:
- Is the user already in the Workspace?
If so, confirm whether a license has been assigned to them. - Has the user received and accepted the invite?
Ask them to check their email (including spam or junk folders) for the invitation. - Could the email have been blocked?
Some organizations have strict email security policies that may filter or block automated emails (such as those sent from noreply addresses) before they reach the user’s inbox. In these cases, the email may not be visible at all.
If the user has not received the email, you can share the unique invite link directly (available from the sent invite), allowing them to access the invitation without relying on email delivery.