Manage users instance-wide

The Users page in the Admin Panel allows Instance Admins to view, manage, and control access for all user accounts registered on the self-hosted instance.

This feature is available to Instance Admins (Staff) on self-hosted plans.

Manage Users (Admin Panel) Baserow

Overview

The Users page gives administrators a complete roster of every person who has access to the instance, regardless of which workspace they belong to.

To access this page, open the Admin Tools and navigate to People -> Users in the sidebar.

The user list displays the following real-time data for every account:

  • Name and Username: The user’s full name and email address.
  • Signed up: The date the user created their account.
  • Last login: The timestamp of the user’s most recent sign-in session.
  • Status: Whether the account is currently Active or Deactivated. When a user is marked as inactive, they are prevented from signing in.
  • Workspaces: The workspaces the user belongs to

Managing user accounts

Instance Admins can perform administrative actions on any user account. To access these options, click the three-dot icon (⋮) to the right of the specific user row.

Available actions

  • Edit: Modify the user’s name, email address, status or admin access.
  • Change Password: Manually reset a user’s password.
  • Impersonate: Log in as that user to view the instance from their perspective (useful for debugging permissions). Note: You cannot impersonate your own account.
  • Deactivate/Activate: Toggle the user’s ability to log in without deleting their data. When a user is marked as inactive, they are prevented from signing in.
  • Delete: Permanently remove the user and their data from the instance.

Granting Instance Admin (Staff) privileges

You can promote a standard user to an Instance Admin. This grants them “Staff” status, giving them full control over the entire Baserow installation, including access to all workspaces and the Admin Panel itself.

  1. Locate the user in the list.
  2. Click the three-dot icon (⋮) and select Edit.
  3. Check the box labeled is_staff.
  4. Click Save.

Warning: Making a user “Staff” gives them the ability to revoke your permissions. Only grant this to trusted system administrators.

Granting Instance Admin Baserow privileges

Deactivating vs. deleting users

It is important to choose the right action when removing a user’s access.

Feature Deactivate User Delete User
Login access Blocked immediately. Blocked immediately.
User data Retained. Permanently deleted.
Re-registration The email remains “taken” so they cannot sign up again. The email is free; a new account can be created with it.
Workspaces User remains a member (inactive). User is removed; workspaces remain unless they were the sole member.
Recovery Can be reactivated anytime. Impossible. Data cannot be recovered.

Recommendation: Use Deactivate for offboarding employees to prevent them from re-signing up with the same email. Use Delete only for GDPR compliance or removing spam accounts.

Learn more: Remove a workspace member from a specific workspace

Sorting and searching

As your instance grows, finding specific users becomes necessary. You can use the search bar to filter by Name or Email (Username).

You can also sort the list by clicking on the column headers:

  • Name/Username: Sort alphabetically (A-Z or Z-A).
  • Last Login: Identify dormant accounts by sorting by the oldest login.
  • Signed up: See your newest members.
  • Active: Group all deactivated users together.

Frequently Asked Questions (FAQ)

What happens to a workspace if I delete the user?

When a user is deleted, the workspaces they belonged to are not deleted. The workspace continues to exist for other members. However, if the deleted user was the only member of that workspace, the workspace will become inaccessible (orphaned) because no one else has permission to open it.

Can a deleted user sign up again?

Yes. Because the account record is permanently wiped, the email address is no longer recognized by the system. The user can create a brand new account using that same email address. To prevent this, you should Deactivate the user instead.

What is the difference between “Revoking Workspace Access” and “Deleting a User”?

  • Revoking Workspace Access: Removing a workspace member is done inside a Workspace. The user loses access to that specific workspace but can still log in to Baserow and access other workspaces.
  • Deleting a User: Done in the Admin Panel. The user loses access to the entire Baserow server, and their account is destroyed.

Can I recover a deleted user?

No. The standard “grace delay period” for user deletion does not apply in the Admin Panel. Deletion is immediate and permanent.

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