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Manage User Access for Admins

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This page is intended for Administrators responsible for managing system permissions and workspace security. This section covers the stages of user management: reviewing access requests, adding new users, changing permissions, and removing accounts.

For Administrators, it helps to think of the Requests, Invites, and Users sections as three different stages:

  • The Requests List: People who have asked to join (via the "Request access" link on the sign-in page) and are waiting for your approval.
  • The Invites List: People who have been asked to join but haven't logged in yet.
  • The Users List: People who have already joined and are currently using Equalify.

Access Requests

On instances that use Single Sign-On (SSO), people without an invite can request access themselves from the sign-in page. These self-registration requests appear in the Requests tab for Administrators to review.

Reviewing access requests

  • Navigate to Account > Requests.
  • Pending requests are listed with the requester's name, email, and the date they requested access.
  • Click Approve or Deny for each request.
  • Approve: An invite is automatically created for the requester's email address (it will also appear in the Invites tab), and the requester receives an approval email with a link to sign in. Once they log in via SSO, Equalify adds them to your workspace as a Member.
  • Deny: The request is closed and the person is not granted access. No email is sent to the requester.
  • A success banner will confirm either action, and the request is removed from the pending list.
⚠️Important: Requests can only be submitted from your organization's authorized email domains (e.g., @uic.edu), and duplicates are prevented automatically — if an account, invite, or pending request already exists for an email address, a new request will not be created.

Invites

Inviting users

  • Navigate to Account > Invites.
  • Enter the email address of the person you want to invite.
  • Click Invite.
  • A success banner will confirm the action.
  • The user will receive an email with a login link.
Confirmation notification banner stating Invite sent successfully!
Once the invited user logs in (via SSO or another authentication method), Equalify automatically adds them to your workspace. Invites table displaying email addresses, dates added, and options to delete each entry.
⚠️Important: If your Equalify instance uses Single Sign-On (SSO), invited users must have an email address from an authorized workspace domain (e.g., @uic.edu). If not, you will receive an error.

Error pop up: app.equalify.uic.edu says: Failed to send invite. Email domain not authorized for invitation. Ok button.
⚠️Important: If the user is already in the system, a duplicate invite will not be sent.
Error notification banner stating: Failed to send invite: User already exists for this email address.

Deleting pending invites

User invites can be removed for any reason before a user logs in:
  • Navigate to Account > Invites.
  • Find the email address you want to remove.
  • Click Delete.
  • A success banner will confirm the action.
  • The link in the invitation email will no longer work.
Confirmation notification banner stating Invite deleted

Users

Changing user roles

You can control what a user can see or do by changing their role:
  • Find the person’s name in the Users list.
  • Click the dropdown menu in the Type column.
  • Select a new role:
  • Member: Can view and contribute to content but cannot manage other users.
  • Admin: Has full access, including the ability to invite or remove others.
  • The change is immediate, and a confirmation will appear. No "Save" button is required. The user will see the change the next time they login to Equalify.
Users table showing a Type dropdown menu with Member and Admin options selected for a user row.
Confirmation notification banner stating User type updated successfully!

Verifying join dates

If you need to confirm when a person first accessed the system, check the Created At column. This shows the exact date they accepted their invite and established their account.
Users table with columns for Name, Email, Type dropdown, Created At date, and a Remove action button for each entry.

Removing a user

If a person no longer needs access to the system:
  • Find the user in the list.
  • Click the Remove button (in red).
  • A success banner will confirm the action.
  • The user will be logged out and will no longer be able to access the system.