Applet Users

Applet users are the end users of a published app — the people who sign in to the app and use your applets. This page covers how to add applet users, organize them in groups, and manage invitations.

TIP

Applet users are not the same as administrators. Applet users use the published app. Administrators work in AppStudio — see Administrators.

When to use this

• You want to give a user access to one or more applets in the app
• You need to organize users into groups for easier permission management
• You want to send or resend an invitation
• You need to deactivate a user who should no longer have access

How it works

Applet users are managed at two levels:

1. Users — individual people with access to an applet. Each user has properties (name, email), notification settings, and can be assigned to groups and permissions.
2. User groups — collections of users that share permissions. Add users to a group once, and all of the group's permissions apply to them.

Applet users have a Colix ID (username) that must exist before they can be added. When you invite them, an email invitation is sent that they must accept.

Add a user

1. Open User Management → Users.
2. Click Add user.
3. Fill in Name and UserName (Colix ID — must be a valid email address).
4. Click Manage user groups to assign groups (optional).
5. Click Manage invite to choose whether the invitation should be sent immediately.
6. Save.

Invitation

After creating a user, they need to accept the invitation before the account is active.

Status	Description
No invitation sent	The user is created but hasn't received the invitation yet. Click Send invitation.
Waiting for acceptance	The invitation is sent but not answered. Click Resend invitation if needed.
Invitation accepted	The user has accepted and can sign in to the app.
Invitation declined	The user has declined. The invitation can be resent.

TIP

Turn off Send invitation now when creating the user if you want to prepare several accounts first and send the invitations together at a chosen time.

User properties

Properties

Setting	Description
Name	The user's display name in the app.
UserName (Colix ID)	Unique ID — the email address the user signs in with. Cannot be changed after the invitation has been accepted.
Last login	Most recent sign-in time in the app. Read-only.
Added	Date the user was added to the applet. Read-only.

Status

Setting	Description
Status	Active or inactive. Inactive blocks sign-in without deleting the account.

Notifications

Setting	Description
Enable push notifications	Allow push notifications to the user's devices.
Enable e-mail notifications	Send notifications via email as well.
Send notifications when logged out	Send push notifications even when the user isn't signed in to the app.
E-mail	The address email notifications are sent to.

Sub-settings

From a user's detail view you can reach:

• User groups — which groups the user belongs to.
• Permissions — direct permissions granted on top of group memberships.

User groups

Use groups to manage permissions for several users at once — for example "Employees", "External customers", or "Sales team".

Create a user group

1. Open User Management → User groups.
2. Click Create group.
3. Enter a name.
4. Save.

Once the group is created, you can:

• Add Users (members of the group).
• Set Permissions that apply to every member.

User group properties

Setting	Description
Name	The group's name.
Status	Active or inactive. Inactive pauses the group's permissions.
Created	Date the group was created. Read-only.

Import users

If you need to add many users at once, use the Import users feature instead of creating them manually one by one.

Coming Soon

Detailed guide for user import is being expanded.

Deactivate a user

To temporarily block access without deleting the account:

1. Open the user's detail view.
2. Turn off the Status toggle.
3. Save.

The user cannot sign in to the app until the status is turned back on.

Example

Scenario: You want to invite 30 employees to an internal app, organized into three teams — Sales, IT, and HR — where each team has its own newsfeed channels.

1. Create three user groups: Sales, IT, and HR.
2. Assign each group the right permissions under Permissions — for example which newsfeed channels are visible.
3. Open Users and Add user for each employee:
   • Fill in name and Colix ID.
   • Manage user groups — pick the right team.
   • Manage invite — turn on Send invitation now.
4. Save.

Each user gets an invitation by email and, after signing in, sees only the channels their team has access to.

Tips

TIP

Use user groups instead of granting permissions directly on users. When someone changes teams you just move them between groups — you don't have to update each permission by hand.

TIP

Send notifications when logged out is useful for critical alerts that must reach the user even when the app is closed. Turn it off for non-critical channels so users aren't flooded with push notifications.

Common mistakes

WARNING

The username (Colix ID) cannot be changed after the user accepts the invitation. If it needs to change, create a new user and invite them again.

WARNING

Deactivating a user blocks sign-in but doesn't remove historical data — form responses, posts, and comments stay. That's usually what you want for traceability.

WARNING

If a user doesn't receive the invitation, check that the E-mail field is correct and that the message hasn't ended up in spam. You can always click Resend invitation from the user's detail view.