---
title: "Managing users"
description: "Read the Users list in Administration, find someone with search and filters, and see what each row action does and when it is available"
category: administration-security
section: users-and-access
tags: [admin]
type: Reference
lastUpdated: 2026-08-26
locale: en
canonical: https://support.talkspirit.com/en/administration-security/managing-users
---

# Managing users


## Managing users

Every account in your organisation sits on one screen: **Administration > Users**. It tells you who is there, what role and status each person holds, and it carries the actions that change any of that.

> **In summary:** click your **profile icon**, select **Administration**, then open **Users** under **People**. You get one row per account, with its role, group count and last sign-in. The actions menu at the end of a row holds everything an administrator can do to that account.

You need administrator rights for everything on this page.

![The Users screen in Talkspirit Administration, listing accounts with Name, Email, Role, Groups and Last seen columns](/images/administration-security/managing-users/01-administration-users-list.png)

## What the list shows

The heading counts the accounts currently matching your filters. Each row is one account:

| Column | What it holds |
| --- | --- |
| **Name** | The person's photo and display name |
| **Email** | Their address, blank for people who sign in with a unique identifier instead |
| **Role** | `Admin`, `Member`, `Guest` or `Suspended`, plus a second `Owner` badge where it applies |
| **Groups** | How many groups the person belongs to |
| **Last seen** | When they last signed in, or `Never connected` |

A row of tabs sits across the top of the page. **Users** is the list itself. **Profile fields**, **Profile display**, **Badges** and **Hierarchy** configure what a profile holds and how it is shown. **People sets** and **Company profiles** appear only when the Newsfeed module is enabled, and both open on an empty panel in the new interface: they are still managed from the classic one.

> **Note:** people you have invited who have not signed up yet are not on this list. They stay on **Administration > Invitations** until they create their account.

## Find someone in the list

- **Search**, behind the magnifier icon, matches as you type.
- **Filter** opens a panel with two quick filters, **Members** and **Guests**, and an **Add filter** menu offering **Status** (All, Active, Suspended) and **Role** (All, Member, Guest, Administrator).
- **Sort** orders the list **Alphabetical** or by **Last connection**, in either direction.

The list loads more rows as you scroll, so on a large organisation a filter is faster than hunting.

![The Filter panel open on the Users screen, showing the Members and Guests quick filters above the Add filter menu](/images/administration-security/managing-users/02-users-filter-panel.png)

## What you can do to a row

Open the actions menu at the end of the row. Talkspirit builds it from what applies to that account, so two rows rarely offer the same items.

| Action | What it does | When you see it |
| --- | --- | --- |
| **Edit information** | Opens the profile form | Always |
| **Set as Administrator** | Grants full control, after a confirmation | On a member's row |
| **Set as Member** | Steps an administrator down, or turns a guest into a member | On an administrator's or a guest's row |
| **Set as Guest** | Restricts the account to its access scope | On a member's row |
| **Set as Owner**, **Remove as Owner** | Grants or revokes ownership | On an administrator's row, and only if you are an owner yourself |
| **Suspend** | Closes access, reversibly | On a member's or guest's row |
| **Suspend and anonymize** | Suspends the account and permanently strips its personal data | On a member's or guest's row |
| **Restore** | Gives a suspended account its access back | On a suspended row |
| **Send an invitation link** | Emails a link for setting a password | Always, greyed out when the account has no email address |
| **Fill a new password** | Sets a password yourself | Always |

Three rules explain most of what you do not see:

- **The role ladder moves one rung at a time.** Guest, then member, then administrator. A guest cannot become an administrator in a single move.
- **Administrators cannot be suspended or anonymised.** Those items are absent from an administrator's row, and a note tells you to set the person as **Member** first.
- **You cannot change your own role.** On your own row you get only **Edit information**, **Send an invitation link** and **Fill a new password**.

**Send an invitation link** is not an invitation. It sends a password-reset email that the person follows to choose a password and reach their account, which is why it is greyed out when there is no address to send it to. **Fill a new password** is offered on every row, including accounts with no email address: you type the password, tick **Require password change on next login** if you want, and pass it on yourself.

## What Edit information can change

You can edit **Firstname**, **Lastname**, **Email**, **Localisation**, **Mobile**, **Company**, **Job**, **Biography** and **Competencies**. Changing a first or last name also updates the display name shown everywhere else.

Five fields are shown greyed out and cannot be edited: **Unique identifier**, **LinkedIn URL**, **Suspended on**, **Managed by** and **Manager**.

**Unique identifier** is misleading here. It shows the profile slug, the tidied form of the person's name that appears in their profile address, not the identifier someone types to sign in when they have no email address. You cannot set a sign-in identifier from this form.

## Update many people at once

The Users screen changes one account at a time. To edit many profiles in one go, use the classic interface at `/#/l/dashboard/users` on your organisation's address:

1. On **Manage users**, click **Download and update** at the top right.
2. Under **Users profiles**, choose **Bulk update**.
3. Click **Download back up file (Excel)** first. A spreadsheet applied to the wrong people is slow to undo by hand.
4. Click **Download a template file**, fill it in, then use **Choose an Excel file** to upload it.

Talkspirit processes the file and reports the outcome on three tabs: **Done** for the profiles it updated, **Skipped** for the rows it ignored, and **Dismissed** for the rows it could not read. The same **Download and update** menu also exports the list itself, as **Download active users (Excel)** or **Download suspended users (Excel)**.

## What's next

- [User Roles and Permissions](/en/administration-security/user-roles)
- [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization)
- [Managing email invitations for new members](/en/administration-security/manage-email-invitations-for-new-members)
- [Adding users without an email address](/en/administration-security/users-without-email)