Managing existing users
Effective user management is the cornerstone of a secure and efficient Celonis environment. Beyond simple access, it ensures that your organization's process data remains protected while providing team members with the specific tools they need to drive value.
By proactively managing your user base, you can:
Optimize license utilization: Ensure that limited seat allocations—such as Analyst or Admin roles—are assigned only to active contributors.
Maintain data governance: Restrict sensitive process information to authorized personnel by aligning user roles with organizational responsibilities.
Streamline onboarding / offboarding: Rapidly adjust permissions as team members join new projects or transition out of the organization.
Audit compliance: Maintain a clear record of who has access to what, supporting both internal security policies and external regulatory requirements.
Once users have been invited to your team, team admins can manage them from the Users area:
Click Admin & Settings - Users.
Click the individual profile you want to manage.
Select from the following options:
Change User Role: Choose between Admin, Analyst, and Member. For more information about User roles, see: User and team roles.
View Profile: View users’ personal details, see and update their user roles, and lock their accounts.
Lock / Unlock: Lock or unlock users’ accounts, removing or restoring their permissions in your team. Locked users still count towards your seat allocation. For more information about locked users, see: User locking policy.
Remove from Team: Remove users’ permissions, meaning they can no longer access your team. Removed users are also removed from your seat allocations, giving you additional seats to use.
View Permissions: See an overview of users’ current permissions in your team within the browser.
Email: Compose an email to users in your default email tool. You can also compose an email to groups of users by clicking Admin & Settings - Groups.
Export Permissions: Export users' current permissions as a CSV file.
