> For the complete documentation index, see [llms.txt](https://docs.scaleflex.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.scaleflex.com/portals/portal-settings/users.md).

# Users

The people who can open your Portal — inviting them, approving them, and managing their access.

Use the search bar, filters, or sorting options (such as User Status) to locate specific users quickly.

### Upgrading a Portal user to a Hub user

A user who already has access to a Portal may need additional access to the Hub. Instead of inviting the user again, you can promote their existing account to a Hub user while retaining their Portal access.

#### Step-by-step guide to upgrading a portal user to a Hub user

1. Log in to the Hub with an account that has the required administrative permissions.
2. Navigate to [**People**](https://hub.scaleflex.com/settings/organisation/users/people) in the user management section.
3. From the access filter, select **Portals** to display all portal users.
4. Find the user you want to upgrade.
5. Click the **three-dot menu (⋯)** on the right side of the user's row.
6. Select **Promote to Hub**.
7. Choose the appropriate **user level** for the user.
8. Confirm the changes, if prompted.

The user will then have access to the Hub according to the selected user level, while retaining their existing Portal access.

The **Users** page lists everyone who can open this Portal, however they got there: invited by you, registered themselves, or signed in with a Hub account.

<figure><img src="https://2536208400-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fqsq2dR7Fjagf5eTifWZx%2Fuploads%2FAck31EyZvuva4LgxDvdD%2Fimage.png?alt=media&#x26;token=7134c24b-8e44-4237-938f-534632e82c16" alt=""><figcaption><p>The <strong>Users</strong> page, with a row per person and their status.</p></figcaption></figure>

## The table

| Column              | Shows                                                                                 |
| ------------------- | ------------------------------------------------------------------------------------- |
| **Name**            | The person, and their email address. Sortable.                                        |
| **Level**           | Their role — owner, administrator, manager, contributor, viewer, and so on. Sortable. |
| **User attributes** | The attributes held against them. See below.                                          |
| **Status**          | Where they are in the process of getting access.                                      |
| **Audiences**       | Which audiences they fall into. Only appears once the Portal has some.                |

**Search user** finds someone by name or address, and the filter above the table narrows it:

| Filter      | Shows                                        |
| ----------- | -------------------------------------------- |
| **All**     | Everyone.                                    |
| **Portal**  | People with an account on this Portal.       |
| **Invited** | People you invited who haven't accepted yet. |
| **Pending** | People waiting on validation or approval.    |
| **Hub**     | People coming in through their Hub account.  |

## Status

Each row carries a coloured dot and a word:

| Status        | Means                                                                          |
| ------------- | ------------------------------------------------------------------------------ |
| **Active**    | They can sign in and use the Portal.                                           |
| **Invited**   | You invited them; they haven't accepted yet.                                   |
| **Pending**   | They registered themselves, or were invited and haven't validated their email. |
| **Validated** | They've confirmed their email and are waiting on the rest.                     |
| **Inactive**  | Suspended — the account exists but can't get in.                               |

## Inviting people

**+ Invite users**, top right, opens **Invite user**.

1. Type an email address into **Users** and press Enter. Repeat for as many as you need — the field says *Press ENTER after each email*.
2. Optionally **Add to audience**, which applies that audience's attributes to everyone in the invitation.
3. Fill in any **User attributes** you want them to carry — a dropdown, a searchable picker or a text box, depending on the attribute's type.
4. Select **Invite**.

<figure><img src="https://2536208400-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fqsq2dR7Fjagf5eTifWZx%2Fuploads%2FRN8ZpvKnw1FGIvWK1d5i%2Fimage.png?alt=media&#x26;token=ab0eca88-743a-418c-837e-fa18f2bcfcc0" alt="" width="375"><figcaption><p>The <strong>Invite user</strong> dialog — addresses, an optional audience, and the attributes they carry.</p></figcaption></figure>

Each person gets an email, and appears in the table as **Invited**. Once they accept, they become **Active**.

Inviting in a batch with an audience selected is the efficient path: a dozen partners who all share the same market and language take one invitation rather than twelve edits afterwards.

## Acting on a person

Select a row's **…** menu:

| Action      | Does                                                        |
| ----------- | ----------------------------------------------------------- |
| **Approve** | Grants a pending request. Only on people awaiting approval. |
| **Reject**  | Refuses it.                                                 |
| **Resend**  | Sends the invitation email again.                           |
| **Edit**    | Changes their user attributes.                              |
| **Delete**  | Removes their access.                                       |

Tick several rows and the action bar appears, so you can delete a group in one go.

## User attributes

Attributes are facts held against a person — their market, their language, their company — and they're what [Audiences](/portals/portal-settings/audiences.md) use to decide who sees which pages. On this page you fill them in per person, or in bulk when inviting.

An attribute has one of three types, and the type decides what you get when you fill it in:

| Type             | Holds                                                                         | You fill it in with                                 |
| ---------------- | ----------------------------------------------------------------------------- | --------------------------------------------------- |
| **Text**         | A value with no fixed list — a postal address, say.                           | A text box.                                         |
| **Select-one**   | One value from a list you define.                                             | A dropdown, with a **None** option to clear it.     |
| **Multi-select** | Several values from a list you define — a partner covering three territories. | A searchable picker; what you choose shows as tags. |

Prefer **Select-one** or **Multi-select** for anything a Portal will filter on: region, job, market. Audiences and page visibility match on values, and free text means everyone types their own.

In the table, a multi-select attribute shows its values as a list. A value that was entered as comma-separated text before the attribute became multi-select is still read as a list, so nobody loses the values they had.

**You can't create a new attribute here.** The list of available attributes belongs to your organisation, not to a Portal, and it's defined in the Hub:

1. In the Hub, go to **Settings → Organisation → Users**.
2. Open the **People** tab.
3. Select the **…** icon, then **Manage User Attributes**.
4. **+ Add field** adds one.

**First Name**, **Last Name** and **Email** are system attributes, marked with a lock, and can't be edited or deleted.

{% hint style="info" %}
Until an attribute exists at organisation level, every attribute picker in a Portal is empty — the one in **Invite user**, the one in a registration form field, and the conditions in an audience. If a Portal's pickers have nothing to offer, this is why. See [Settings > Organisation > Users](/vxp-visual-experience-platform/settings/organisation/users/users.md).
{% endhint %}

## Related

* [Access and security](/portals/portal-settings/access.md) — whether people need an account at all, and whether registrations need approving.
* [Audiences](/portals/portal-settings/audiences.md) — grouping people by their attributes.