Use the user list to add the people who can sign in to DataMind OS, change their names and roles, and deactivate or delete accounts. Open it from Admin > Profile Management > Users. Manage users on a computer, because administration pages redirect to Minds on a phone.
The list shows each user's Name, Roles, Email, Status (Active or Inactive), Last Login, 2FA, Created By, Created At, Updated By and Updated At. Filter and sort the list as described in Filter, sort and search; avatars show beside names in the filter options, and your column order, sorting and chosen view are remembered in this browser.
Click a row to open the user's panel. The panel opens on the right edge and you can drag its handle to widen it: it starts at 580px, moves between 400px and 65% of the window, and keeps the width you chose. When the layout splits the list and the details, the details take about a third of the width, never more than half.
The panel shows the avatar, the name and its badges (an Active or Inactive badge, a Locked chip, and the number of roles), the action bar, and an audit footer with Created and Updated entries. A skeleton stands in while the details load. If the open user drops out of the filtered list, the panel closes; a user that no longer exists reads User not found with "This user may have been removed or you may not have access.".
The action bar groups its rows under Access, Account and Status:
Each action appears only when your permissions include it, and a disabled action keeps its tooltip. A row that holds a control does not react elsewhere on the row. The row menu also offers Edit user, Edit Permissions, Impersonate user, Reset Password, Resynchronize, Reset 2FA and Delete.
DataMind OS opens the new user's panel and confirms with "User registered successfully". Messages under the fields name what to fix, for example "Passwords do not match" and "At least one role is required".
A password needs at least 8 characters, an uppercase letter, a lowercase letter, a number and a special character. It may contain only letters, numbers and the special characters the form lists. Your company's password policy also applies.
The new user starts with these defaults:
| Setting | What it does | Default |
|---|---|---|
| Permission mode | Role-based takes permissions from the user's roles. Custom sets them on the user and overrides the roles. | Role-based |
| Password at first sign-in | The user must choose a new password when they first sign in. | Must change |
| Memory limit | The memory the user's queries may use. | 4 GB |
The user also receives a welcome email with their sign-in details through the default Email channel, if that channel is active. See Notifications.
Upload an Excel file (.xlsx or .xls) with these rules:
Excel file exceeds the maximum allowed rows., where <n> is the number of rows in your file.Results shows All users registered, or Registration completed with skips with the number of skipped users. The skipped rows file has a Reason column:
| Reason | What to fix |
|---|---|
| Name is Required | Enter a name in the Name column. |
| Email is Required | Enter an email address in the Email column. |
| Email is invalid | Correct the email address. |
| At least one role is required | Enter a role name in the Role column. |
Invalid role(s): <names> | Replace the names with roles that exist, as they appear in Roles. |
The full rules for both bulk flows, including every message and failure report, are in Add and remove users in bulk.
You can also change User Name, Roles and Active in the Edit User drawer, which opens from Edit user in the row menu. The Email field is read-only there. Click Update to save; the product confirms with "User updated successfully".
The same membership can also be managed from the role's side; see Manage a role's tables and users.
Open the panel and click Permissions, or choose Edit Permissions in the row menu. Choose Custom to set permissions on this user, or Role-based to inherit them from the user's roles, then click Save changes. DataMind OS confirms with "User permissions updated successfully". Custom permissions replace the user's role permissions; the two modes are explained in How access works.
| Action | What it does | Can you undo it? |
|---|---|---|
| Deactivate user | Blocks sign-in and keeps the account. | Yes, with Activate user. |
| Delete user | Permanently removes the account and its direct access. The user is signed out everywhere. | No |
The product confirms with "User deactivated successfully", "User activated successfully" or "User deleted successfully".
Deleting a user cannot be undone. Deactivate the user instead if you may need the account again.
To remove several users at once, click Batch Delete, tick the users (use Search users... and Selected only to narrow the list), then click Delete selected and confirm in Delete selected users ("{n} user(s) will be deleted. This cannot be undone."). A full success shows "{n} user(s) deleted successfully."; if some fail, the dialog stays open and reports "{deleted} deleted, {failed} failed.". Your own account is left out of the list. For the full flow, including how partial failures report, see Add and remove users in bulk.
You cannot delete your own account ("Cannot delete your own account."), deactivate yourself ("You cannot deactivate your account.") or remove the Admin role from yourself ("You cannot remove admin role from your account.").
In the toolbar of the user list, use the Audit download control (tooltip "Download audit report as Excel"). Your browser saves the workbook as audit_export_ plus the date, for example audit_export_2026-10-15.. It lists users, roles, role membership, permissions and each user's effective permissions; its sheets and counts are described in Permission audit workbook.
Audit details opens an Activity timeline for a user, with relative times shown in your local time zone. An unnamed author reads "Unknown user", and a missing timestamp reads "not recorded".
| Permission | Lets you |
|---|---|
| Users Viewer | See the user list and user panels. |
| Add/Remove Users | Add users, batch add them and delete them. |
| Activate/Deactivate Users | Activate and deactivate users. |
| Edit User Name | Change another user's name and photo. |
| Manage User Roles | Change a user's roles. |
| Edit User Permissions | Set Custom permissions on a user. |
| Reset User Password | Reset a user's password. See Passwords, locks and limits for a user. |
| Permission Audit Downloader | Download the permission audit. |
Roles decide what users can open in every other area. See How access works and Permission reference.
No. The Email is read-only after the account is created, and the same address cannot be reused on a second account ("Email already taken."). To use a new address, create a new user and deactivate or delete the old account.
Yes, if the default Email channel is active. The welcome email contains the user's sign-in details. The user then chooses a new password at first sign-in. See Notifications.
Yes. Adding a previously deleted address creates the account from scratch: roles, personal permissions, password history and photo are not restored.
Deactivating blocks sign-in and keeps the account, so you can activate it again. Deleting removes the account permanently.
No. The product replies "You cannot deactivate your account." and "Cannot delete your own account.", and you cannot remove the Admin role from yourself. Your own account is also left out of the Batch Delete list.
No. A user must keep at least one role, both when you create the account and when you change its roles. The product refuses otherwise with "User must have at least one role".
The column appears only while two-factor authentication is turned on for the platform. Turn it on in Sign-in security.
Every action on the panel, and every row menu item, appears only when your permissions include it. Compare your access using the Permission reference.
That account no longer exists, so the name no longer resolves and the field shows blank. The record keeps its other values.
Yes. Column order, sorting and the table or card view are remembered in this browser. The table is the default view.