Manage internal users

This article describes how to invite internal Pendo users, and how to add or edit user roles. For information about user types and the roles available, see Roles and permissions.

Invite new users

Only Pendo Admins can create new users by inviting them. To invite users:

1. Go to Settings > Users, accessed from the bottom of the left-side menu.
2. Select + Add User in the top-right corner of the page.
3. Enter the user details (name and email address).
4. Choose either Subscription Admin Permissions or User Permissions. For information about these options, see Roles and permissions
5. If you choose User Permissions, assign specific roles to the user. For instructions, see Assign roles to a user in this article.
6. Select Invite User.

Warning: Sometimes a "no-reply" email is automatically blocked or filtered to spam. Advise your IT team to allow the no-reply email address through filters. 

Edit existing users

Users for the subscription are managed in Settings > Users. Hover over an existing user from the Users table and then select the Edit icon that appears at the end of the row.

This opens the User Permission Settings form where you can:

• Edit the user's name.
• Assign different roles to the user. For instructions, see Assign roles to a user in this article.

If you want to change a user's email address, an admin user must raise a request with Pendo Support. A user can also request their own email to be changed through the User Profile page in Pendo.

Note: If a user hasn't accepted their invitation, their profile doesn't appear in the Users list.

Admins can't edit (or delete) their own roles and must instead be assisted by another admin in the subscription. This is best practice for role provisioning and prevents the only admin in a subscription from accidentally unassigning their own admin role.

Assign roles to a user

Pendo admin users can select User Permissions when inviting a new user or editing an existing user to assign roles to that user:

1. Select the subscription-level permissions for sharing and editing segments and reports. For information about these options, see Subscription-level permissions in the Roles and permissions article.
2. If you're a Listen customer, choose the appropriate roles for the user. For information about Listen roles and permissions, see the Listen permissions section in the Roles and permissions article.
3. For app-level roles, select the applications you want the user to have access to and then select the appropriate user roles, granting the user the associated permissions in those applications.
   • You can assign user roles for multiple applications at the same time, allowing you to apply user roles quickly. Select multiple applications and then choose user roles that apply to all selected applications together.
   • You can assign different roles to the user for different apps. Select a single application to adjust roles for only that application and then select all applications that you want the user to have access to before continuing. For instructions, see Assign different roles for different apps in this article.
4. If you're a Feedback customer, select the appropriate permission group from the dropdown menu.
5. Select either Invite User or Save Changes in the bottom-right of the form. The label on the button depends on whether you're creating a new user or editing an existing one.

Assign different roles for different apps

If you have a multi-app subscription, you can assign different roles to a user for each application. For example, you might want the user to have the Guide Creator role for the first two applications in your subscription and the Guide Publisher role for the second and third apps in your application, meaning that the user would have the Guide Creator role for "App 1", the Guide Creator and Guide Publisher roles for "App 2", and the Guide Publisher role for "App 3".

Note: The Viewer role is assigned to the user for all applications by default and can't be unassigned. For more information, see Roles and permissions.

This involves individually selecting applications before choosing which roles to assign to the user, ensuring other applications are deselected while you assign those roles. You can then select all applications that you want the user to have some level of access to before continuing. Specifically, after selecting User Permissions (as described in Assign roles to a user):

1. On the left side, select the first application or group of applications that you want to edit the user's roles for. To start with, the user is assigned the Viewer role for all applications and this role can't be unassigned.
   
   
2. On the right side, select the role or set of roles that you want to assign to the user for the selected application or group of applications. Your role selections appear underneath the name of the application on the left side.
   
   
   
   
3. Deselect the application or group of applications that you've just edited the user's roles for. Although deselected, any roles that you assigned to the user for those applications appear underneath the application name on the left side.
   
   
   
   
4. Select a different application or group of applications that you want to add a different user role or set of user roles to.
5. Select the role or set of roles that you want to assign to the user for the selected application or group of applications. A message appears to remind you that the user has different roles assigned to them for different applications. 
   
   
   
   
6. Repeat this process until you've assigned appropriate roles to the user for each application. Check which roles have been assigned to the user for which applications underneath the names of the applications on the left side.

If you want to edit the user's roles for a specific application, including adding or removing a role, select only that application and edit the roles. Then reselect all applications that you want the user to have some level of access to.

Remove a user

Only admin users can remove other users from a subscription. They can't remove themselves. To remove users from a subscription:

1. Go to Settings > Users.
2. Find and hover over the user.
3. Select the Delete (trashcan) icon at the end of the row.
4. Select Remove User.

Removing a user results in the following:

• Any guides as well as public reports and segments created by the removed user remain in Pendo, but the creator no longer has access to the subscription to view or edit them.
• Segments and reports that were set to a visibility of Only Me by the removed user are no longer visible.
• The removed user that created any guides, segments, and reports is still visible as the creator.
• Reports and dashboards created by a removed user can't be edited by other users, but admin users can delete these reports and dashboards. 

If the removed user has the a Salesforce or HubSpot integration connected to their account, we recommend switching the user to another account so there isn't any interruption to your daily syncs.