Manage users

  • Updated

Your Opti ID Admin Center role determines which users you can see in the Admin Center.

  • Super Admin – Can see the Users page, which displays all users in your Opti ID organization.
  • Product Admin – Can see users for only their product through the Product Access page.
  • Instance Admin – Can see users for only their instance through the Product Access page.
  • Project Owner – Can see users for only their project through the Product Access page.

Manage users on the Users page

You must have the Super Admin role to access the Users page, which displays users in your entire organization.

Invite a user

  1. Go to Users and click Invite User.

  2. Complete the following settings on the Invite User page:
    • Email – Enter the user's email address. If you select an existing email address, the first and last names auto-populate. To restrict invitations to specific email domains or user email addresses, see Invitation allowlist.
    • First Name – Enter the user's first name.
    • Last Name – Enter the user's last name.
    • Require Acceptance (local login only) – Select this checkbox to send the user a welcome email and activation email. Clear this checkbox to only send the user an activation email.
      • If you select the checkbox, the invited user must click Get Started in the welcome email and then click Accept Invitation to trigger the Okta-generated activation email. In the activation email, the user must click Activate Optimizely Account to create a password and log in to Opti ID. 
      • If you clear the checkbox, the invited user receives only the Okta-generated activation email. They must click Activate Optimizely Account to create a password and log in to Opti ID.
    • Access – Add access to individual products using roles, or add the user to an existing group. You can click Add Product Access and Add Group Access as needed to configure access for multiple products and groups.

      • Add Product Access – Assign a specific role at the product and instance level. Select the applicable Product, Instance, and Role you want to assign to the user, then click the checkmark to save.

        • Project – Available only for Experimentation. After you select an instance, choose All Projects to give the user access to all current and future projects in that instance or select a specific project to limit the user's access..

      • Add Group Access – Available only if you are a Super Admin. If you have groups already configured, select one from the list to assign the desired level of access. Click the checkmark to save, then click Add Access to update the user’s profile. The user is always added to the Everyone group. You can also create a group later and add the user to it.

        The Adding Group Access window displays. Click Add Access to add the user to the group.

  3. (Optional) Select Invite another to send another invitation with the same role and group permissions. Enter the next user's email address and name, adjust the invitation settings as desired, and click Send again.  

  4. Click Send. The user receives one or two emails depending on whether you selected to require acceptance. Ensure they follow the prompts in the email to activate their account.

    SSO-enabled organizations only receive welcome emails.

View user invitations

You can view your organization's user invitations and their statuses on the Invitations tab of the Users page.

Resend or revoke an invitation

For expired or pending invitations, click More (...) to resend or revoke the invitation. Once Accepted or Revoked, you cannot do anything with the invitation. Revoking does not remove the invitation from the list.

Invitation allowlist

An invitation allowlist lets you restrict who you can invite to your organization by specifying allowed email domains or user email addresses.

To create an invitation allowlist, contact Optimizely Support with the list of email domains or user email addresses you want to be eligible for invitations to your Opti ID organization.

After Optimizely Support creates your invitation allowlist, you can only send Opti ID invitations to users whose email domains or email addresses match the entries in your allowlist.

View user details and edit access

  1. Go to Users.

  2. Click the user's name or click More (...) > View Details. The user details display.

  3. Expand the product for which you want to adjust the user's access and click Edit. To add access to a new product, click Add Product Access.

  4. Adjust the product and group access as desired. You can

    • expand the Role drop-down list and select a different role.
    • delete a role or group from the user. This only removes the role or group from the user and does not affect the role or group for the rest of the organization.
    • add new product or group access. For Experimentation only, you can select All Projects to assign the role to the user for all current and future projects within the instance.

    If you have enabled Generative AI in the product instance, Opti ID prompts you to grant Opal permissions if the user does not already have them. You can choose not to include Opal for the user or add one of the following roles:

    • Opal Administrator – Full Opal management rights

    • Opal User – Standard Opal access

      Opal roles drop-down.png

    You can click the X to close the dialog if you do not want to include Opal roles.

    Note the following:

    • The auto-suggest box only displays if Generative AI is enabled for that instance.
    • You can enable Generative AI for only one instance of a product.
    • Only the enabled instance suggests Opal access for users.
  5. Click Save.

On the user details page, you can also resend the activation email depending on the user's activation status.

Delete a user on the Users page

Deleting a user on the Users page deletes the user (and removes their access) from all products and instances in your organization.

This option only displays for Super Admins when viewing the user in their Opti ID home organization.

  1. Go to Users.

  2. Click More (...) for the user that you want to delete and select Delete user. This completely removes the user from your organization so they can no longer access Optimizely. You must reinvite the user to add them back to Opti ID and give them access to your other Optimizely products.

Delete users in bulk on the Users page

Deleting users in bulk makes it easier to do the following:

  • Offboard multiple users at once.
  • Clean up inactive, duplicate, or test accounts.
  • Revoke access following team or project restructuring.
  • Maintain compliance with security or data access policies.
You cannot undo a user deletion. Deleting a user may affect related data, audit logs, or roles assigned to the user.

To delete more than one user at a time, complete the following:

  1. Go to Users.

  2. Select the checkbox for one or more users from the Users list, which activates the Delete Users option.

    You can use the search functionality to refine the list of users. Select the checkbox in the header of the table to select all users on the page.

  3. Click Delete Users. A confirmation window displays because you cannot undo the action.

  4. Click Delete Users to confirm the bulk action.

Manage users on the Product Access page

The Product Access page displays the products you have permission to manage, and provides a filtered view of users based on the selected product, instance, and project (for Experimentation). This is the landing page for Product Admins, Instance Admins, and Projects Admins. 

Click a product to view that product's instances and users.

Click a specific instance to view that instance's users and details.

Unlike the Users page which displays users for the entire organization, the Users tab of the Product Access page displays only the users for the product and instance you have in context.

See the following sections for actions you can take from the Users tab of the Product Access page. Actions from the Users  tab of the Product Access page apply to all instances of the product. If you want to focus on a specific instance, select that instance first and then select the Users tab.

Remove access or delete a user on the Product Access page

Removing access or deleting a user on the Users tab of the Product Access page removes access or deletes the user only from the specific product and instance you have in context.

  1. Go to Product Access.
  2. Select a product, and optionally an instance if you want to edit user access to only one instance of a product. If you only select a product and do not select an instance, you are editing user access for all instances of the selected product.
  3. Select the Users tab.
  4. Click More (...) for the user that you want to remove or delete, and select one of the following:
    • Remove access – Removes customized access for the user only from the specific product and instance you have in context, leaving them only in the Everyone group, which is an automatically generated group for users. You must have the Super Admin role to reassign access.

    • Delete user – Completely removes the user only from the specific product and instance you have in context. You must reinvite the user to give them access to the product and instance again. This option only displays for Super Admins when viewing the user in their Opti ID home organization.

Remove access or delete users in bulk on the Product Access page

Removing and deleting users in bulk makes it easier to do the following:

  • Offboard multiple users at once.
  • Clean up inactive, duplicate, or test accounts.
  • Revoke access following team or project restructuring.
  • Maintain compliance with security or data access policies.

You cannot undo an access removal or user deletion. Access removal and user deletion may affect related data, audit logs, or roles assigned to the user.

To remove access or delete more than one user at a time, complete the following:

  1. Go to Product Access.
  2. Select a product, and optionally an instance if you want to edit user access to only one instance of a product. If you only select a product and do not select an instance, you are editing user access for all instances of the selected product.
  3. Select the Users tab.

  4. Select the checkbox for one or more users from the Users list, which activates the Revoke Access and Delete Users options.

    You can use the search functionality to refine the list of users, and then select the checkbox in the header of the table to select all users on the page.

  5. Click one of the following options:
    • Revoke Access – Removes customized access for the users only from the specific product and instance you have in context, leaving them only in the Everyone group, which is an automatically generated group for users.

    • Delete Users – Completely removes the users only from the specific product and instance you have in context. You must reinvite the users to give them access to the product and instance again.

  6. Click Remove Access or Delete Users in the confirmation window to permanently remove the users' access or accounts from the product and instance in context.