> ## Documentation Index > Fetch the complete documentation index at: https://docs.getray.info/llms.txt > Use this file to discover all available pages before exploring further. # Users > The Users screen lists every user of the organization's RAY app and lets an admin add, edit, activate, deactivate and delete users, import tenants and dependents, and open a user's detail page. Found under Directory → Users in the RAY admin portal. ## Summary The **Users** screen in the RAY admin portal lists the people who use the organization's RAY app: tenants, residents, employees, members and their dependents. An admin uses it to add a user, choose what kind of access the user has, correct a user's name, email or phone number, activate or deactivate a user, delete a user, and import tenants or dependents in bulk from a spreadsheet. Clicking a user opens the user's detail page, whose tabs are described in [User detail tabs](/directory/user-detail-tabs). ## Where to find the Users screen * Menu: **Directory → Users** (Arabic: **الدليل ← المستخدمين**) * Clicking a user in the list opens the user's detail page. * **Import Tenants**, **Import Dependents** and **Export** are in the **⋮** (more) menu at the top of the Users list. ## Who can access the Users screen The Users menu entry is shown only to users with an **Admin** role that includes the user management feature. The same feature also shows **Directory → Groups**. See [Roles and permissions](/getting-started/roles-and-permissions). ## Users list columns | Column | Meaning | | ---------------- | ------------------------------------------------------------------------------------------------------------------ | | **Phone Number** | The user's phone number. | | **Email** | The user's email address. | | **First Name** | The user's first name. | | **Last Name** | The user's last name. | | **Status** | **Activated** or **Deactivated**. The status tag also offers the opposite action (**Deactivate** or **Activate**). | | Actions | **Edit** and **Delete** for that user. | ## User access levels When an admin adds a user, the **Access Level** decides what the user can do. The access level is chosen only when the user is created; it cannot be changed afterwards from the Users screen. | Access level | Portal description | | ------------------------ | ------------------------------------------------------------------------------------------------------------ | | **Standard User** | "Regular user with access to provided features" | | **Digital ID Card User** | "A user that only has access to ID card feature" | | **Record Only** | "A user data record without access to the app" | | **Specific Role Only** | "Only the selected role will be assigned to user. This user will not have Standard user access and features" | **Specific Role Only** and its **Role** field are shown only to admins whose role also includes the administration feature (the feature that shows **Administration → Roles & Permissions**). ## User fields in the Add User dialog | Field | Required | Meaning and rules | | --------------------- | --------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Access Level** | Yes | One of the access levels above. **Standard User** is selected by default. | | **Role** | Only for **Specific Role Only** | The single portal role given to the user. Disabled for other access levels. | | **First Name** | Yes | "First name must be between 2 and 50" characters. | | **Last Name** | Yes | "Last name must be between 2 and 50" characters. | | **Main Login Method** | Yes, when shown | **Email** or **Phone**: what the user signs in with. Shown only when the organization allows sign-in by phone number; otherwise users sign in with their email. Disabled for **Record Only** users, who do not sign in. | | **Email** | When **Main Login Method** is **Email** | Must be a valid email address. | | **Phone Number** | When **Main Login Method** is **Phone** | Phone number with country code. | ## How to add a user 1. Open **Directory → Users**. 2. Click **Add**. 3. Choose the **Access Level**. For **Specific Role Only**, also choose the **Role**. 4. Enter the **First Name** and **Last Name**. 5. If **Main Login Method** is shown, choose **Email** or **Phone**. 6. Enter the **Email** or **Phone Number** needed for that login method. 7. Click **Save**. The portal opens the new user's detail page, where the photo, identity details and tabs can be filled in. ## How to edit a user A user can be edited from the Users list or from the user's detail page. 1. Open **Directory → Users**. 2. Either click **Edit** in the user's row, or click the user and edit the fields directly on the user's detail page. 3. Change the **First Name**, **Last Name**, **Email** or **Phone Number**. 4. Click **Save**. The email or phone number that the user signs in with is locked and cannot be edited. The other one can be changed or cleared. ## How to activate or deactivate a user 1. Open **Directory → Users**. 2. In the user's **Status** column, click the status tag (**Activated** or **Deactivated**). 3. Choose **Deactivate** or **Activate**. The same action is available from the status tag at the top of the user's detail page. A deactivated user stays in the list with the status **Deactivated** and can be activated again. ## How to delete a user 1. Open **Directory → Users**. 2. Click **Delete** in the user's row, or open the user and click **Delete** at the top of the user's detail page. 3. Confirm the deletion. When the user is a primary user with dependents, the confirmation says: "Deleting this user will not remove their dependents. Dependents will remain linked to a deleted user." ## How to import tenants **Import Tenants** creates users together with their buildings and units from a spreadsheet. 1. Open **Directory → Users**. 2. Open the **⋮** menu and choose **Import Tenants**. 3. Download the **Import Tenants Template**, fill it in, and upload it. The portal notes: "The import might take some time. After it is completed, all buildings, units, and tenants will be added." ## How to import dependents **Import Dependents** links dependents (family members, staff and others) to primary users in bulk. 1. Open **Directory → Users**. 2. Open the **⋮** menu and choose **Import Dependents**. 3. Download the **Dependents Importer Template** and fill it in, following the instructions in the dialog: * If the organization uses phone login, set the **Login Method** options to Phone and None, then hide the Email column. * If the organization uses email login, set the **Login Method** options to Email and None, then hide the Phone Number column. * Use None for users who should be created as records only, without login access. 4. Upload the file. The dependents are added once the import is complete. ## User detail page fields The user's detail page shows the user's name as its title, the **Activated** / **Deactivated** status, a **Delete** button and a photo, followed by these fields: | Field | Editable | Meaning | | ------------------------------------ | --------------------------- | ------------------------------------------------------------------------------------------------------------------- | | **Phone Number** | Yes, unless it is the login | The user's phone number. | | **Email** | Yes, unless it is the login | The user's email address. | | **First Name**, **Last Name** | Yes | 2 to 50 characters each. | | **Identity Type** | Yes | **Passport**, **National** or **Residency**. | | **Identity Number** | Yes | Number of the identity document. | | **Digital ID Card** | Yes | "Setting a digital ID card generates a QR code for the user on mobile". | | **Vehicle Plate Number** | Yes | A plate number stored on the user's profile. Vehicles with full details are managed under **Directory → Vehicles**. | | **Company Managed** | No | A tick when the user is linked to a company. See [User detail tabs](/directory/user-detail-tabs). | | **User Type** | No | **Primary** when the user has dependents, **Dependent** when the user depends on a primary user. Hidden otherwise. | | **Created at**, **Last Modified at** | No | When the user was created and last changed. | Below the fields are the user's tabs: **Units**, **Companies**, **Groups**, **Dependencies**, **Vehicles**, **Pets**, **Assigned Roles**, **Devices** and **Custom Profile Fields**. Some tabs appear only when the admin's role includes the matching feature. See [User detail tabs](/directory/user-detail-tabs). ## Common questions about Users ### Why can't I see the Users menu? The Users menu is hidden when none of your roles is an Admin role with the user management feature. Ask an administrator with access to **Administration → Roles & Permissions** to add that feature to your role. If you manage several locations, also check the location selected in the portal header. ### Why can't I edit a user's email address? The email is locked when it is the user's login. The same applies to the phone number when the user signs in by phone. Only the other contact detail can be changed. ### How do I stop a user from signing in without deleting them? Deactivate the user: click **Activated** in the user's **Status** column and choose **Deactivate**. The user can be activated again later. ### What is a Record Only user? A **Record Only** user is "A user data record without access to the app": a person the organization needs on file, for example a household worker, who never signs in. Record Only users have no login method. ### Can I change a user's access level after creating them? No. The **Access Level** is chosen only in the **Add** dialog. To give an existing user portal access, assign a role in the user's **Assigned Roles** tab. ## Related pages * [User detail tabs](/directory/user-detail-tabs): units, companies, groups, dependents, vehicles, pets, roles, devices and profile fields of a user. * [Groups](/directory/groups): adding users to groups. * [Companies](/directory/companies): company-managed users. * [Roles & Permissions](/administration/roles-and-permissions): giving users portal roles. * [Profile Customization](/administration/profile-customization): the fields shown in **Custom Profile Fields**.