Adding users
1
Open the add dialog
Click Add users in the top right corner of the Users page.
2
Enter email addresses
Type or paste one or more email addresses, separated by spaces, commas, or
newlines. You can copy a column of emails from a spreadsheet and paste it
directly into the field. The dialog shows whether any emails are already
invited or have existing accounts.
3
Choose a role
Select Admin, Member, or Collaborator for the invited users.
Users cannot be invited as Owner. An Owner can promote them after they
join.
4
Send invites
Click Invite. Users receive an email with a link to join your workspace.
Roles
Every organization has four default roles:
The default roles are fixed: Owner, Admin, Member, and Collaborator permissions cannot be edited by your organization. Collaborator permissions are managed by the Realm team (some contracts specify exactly what Collaborators can do); contact support@withrealm.com to change them. Billing and credits are managed by Owners. When you need a different combination of permissions, create a custom role.
Custom roles
Owners can create custom roles under Settings > Organization settings > Roles & permissions. A custom role has full product access (the Member experience) plus the capabilities you pick: managing users, managing data connections, managing custom tools, creating agents and workflows, viewing analytics, managing billing, or managing organization settings. For example, a “Connector” role with the “Manage data connections” capability can set up and maintain integrations, but cannot see users, analytics, or other admin pages. To edit a role, open Roles & permissions, click the role, and adjust its capabilities. Changes apply immediately to everyone holding the role. A custom role can only be deleted once no users, pending invites, or SSO defaults reference it.Changing a user’s role
Click the three-dot menu next to a user and select Edit role. Choose the new role and click Save. Only Owners can grant the Owner role or change the role of another Owner. An organization must always keep at least one Owner, so the last Owner cannot be demoted or removed until another Owner is added.Removing users
Click Remove users in the top right, enter the email addresses you want to remove, then confirm. Like the add dialog, you can paste a comma- or space-separated list of emails. You can remove both active users and pending invitations.When removing users in bulk, all of their agents, projects, and tables are
transferred to the admin who removed them. To choose a different recipient,
remove the user individually with the Remove user action below.
Managing users
Click the three-dot menu next to any user to see available actions:Seat limits
Your organization has a fixed number of seats. When the limit is reached, the Add users button is disabled with a “User limit reached” tooltip. You cannot invite new users until a seat is freed.Need more seats? Contact support@withrealm.com to increase your organization’s
seat limit.
Just-in-time (JIT) provisioning
With JIT provisioning, users are automatically created in Realm the first time they sign in, with no invite needed. This is useful with SSO, where new employees can start using Realm immediately after signing in with their company credentials. JIT provisioning is scoped to specific email domains (e.g.@company.com). Only users whose email matches a configured domain are auto-provisioned. You can also configure which role JIT-provisioned users receive. The default role is Member.
JIT provisioning is configured by the Realm team on behalf of your
organization. Contact support@withrealm.com to enable it or to update the
allowed domains and default role.