--- title: How do I provision new users in my Ashby account manually? slug: how-do-i-provision-new-users-in-my-ashby-account-manually docTags: a6GhndyAjUvfo8HfhhHOq,W3FVvrQWlUGhsGFq8HPvS,6q8LfCxpmWGRrmM9WYNkF createdAt: 2025-07-10T11:56:44.877Z --- This guide covers how to add, deactivate, and reactivate employees as users in your Ashby account. :::hint{type="danger"} If you have SCIM enabled, all users are synced via SCIM, so adding users manually or via user sync is overridden. ::: :::hint{type="warning"} **Permissions & prerequisites:** Only organization admins can manually manage users or edit user permissions. ::: # Adding new users if you have user sync enabled If you have the Google Workspace or Microsoft 365 integrations in place and allow users to sync over automatically, any new users are automatically provisioned once they're added to your tenant. To check if you have user sync enabled, an organization admin can take the following steps: 1. Navigate to **Admin > Integrations > Integrations**. 2. Click on the Google Workspace or Microsoft 365 integration panel (depending on the integration you are using). 1. For Google Workspace integrations, confirm whether the `Sync Google Workspace Users?` and/or `Automatically Enable Synced Users?` checkboxes are checked. :::hint{type="info"} ![The screenshot shows the Google Workspace integration tile with the user sync options highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/_XwRsTjH2NBKJcZEqeMTx_google-workspace-acent-ashby-2026-04-21-at-110449-am.jpg) **Sync Google Workspace Users?:** When checked, users set up in your connected Google Workspace sync to Ashby automatically. **Automatically Enable Synced Users?:** When checked, synced users are enabled so they can be configured and scheduled for interviews before they have signed into Ashby. ::: 2. For Microsoft 365 users, confirm whether the `Sync Microsoft Users?` and `Automatically Enable Synced Users?` checkboxes are checked. :::hint{type="info"} ![The screenshot shows the General Settings section of the Microsoft 365 integration panel.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/3FXQiB96NEfjg0YNGilME_microsoft-365-acent-ashby-2026-04-21-at-111159-am.jpg) **Sync Microsoft Users?:** Automatically syncs users in your Microsoft tenant into Ashby. **Automatically Enable Synced Users?:** Automatically syncs and enables users from your connected Microsoft tenant so they can be configured and scheduled for interviews before they have signed into Ashby. ::: :::hint{type="info"} If you are not seeing a user being synced and active as expected and you've checked the settings above, check that the user is active in your workspace or tenant. ::: # Adding new users to Ashby manually If you are not using the user sync option, or have user sync on and want to add users outside of your workspace or tenant, you can add them manually. ## Provisioning a new user To add a user manually: 1. Navigate to **Admin > Organization Setup > [Employees](https://app.ashbyhq.com/admin/users)**. 2. Click `New` and enter the user's name and email address. 3. Click `Create`. 4. Complete any other details in the user's profile. 5. The user shows as a New Unprovisioned Employee initially. To activate their account, click `Actions` on their profile, then `Activate`. ![The screenshot shows an employee profile with the Actions panel open and highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/jeslmMvv2bOsGgw41aKO2_employees-acent-ashby-2026-04-21-at-112604-am.jpg) The new user can now log into Ashby and you can assign their permissions. For more on permissions and access roles, see [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk). ## Deactivating and terminating users in Ashby :::hint{type="info"} You can deactivate or terminate an active user or employee account if they shouldn't have access to Ashby. Deactivating an account means the user loses access to Ashby and is downgraded to Limited Access upon reactivation. Terminating an account means the user loses access to Ashby and all of their access roles are also removed from their profile. ::: To deactivate or terminate a user account: 1. Navigate to **Admin > Organization Setup > Employees** and click on the user in question. 2. Click `Actions` on their profile, then `Deactivate` or `Terminate`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/IxvKk67zXVUIQzwC4jcnI_deactivating-and-terminating-an-employee-profile.jpg" size="100" isUploading="false" width="1422" height="433" darkWidth="1422" darkHeight="433" alt="The screenshot shows an employee profile with the Actions panel open and highlighted." showCaption="false" indent="1"} :::hint{type="info"} **What is the difference between deactivated and terminated users?** Deactivating a user is recommended when they are still with your company but you no longer want them to have access to Ashby. Terminating a user removes all of their access roles and stops their access to Ashby, so this option is recommended when the user is no longer with the company. ::: :::hint{type="warning"} Deactivating or terminating an employee removes them from interviewer pools, but deactivating an employee does not remove them from an interview they've already been scheduled to participate in. Interviews need to be manually rescheduled with a new interviewer. ::: ## Reactivating a user profile in Ashby To reactivate a user's account in Ashby, adjust the `Is Active?` filter that shows all active users by default on the **Employees** page. The filter can show up in two different formats, depending on whether you have basic or advanced filters toggled on. - Advanced filters off: ![The screenshot shows the Employees page with the filter option highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/EjU08iHJOrDePBkTaEYn2_basic-is-active-filter.jpg) - Advanced filters on: ![The screenshot shows the Employees page with the filter option highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/jOq_6ZwrybUCNmWzJXsXU-20260421-104200.jpg) Once you've adjusted the filtering as needed, locate and click on the profile you'd like to reactivate, click `Actions`, then `Activate` to reactivate the user profile. :::hint{type="warning"} When reactivating a deactivated employee, they will reactivate as a Limited Access user. You will need to upgrade them to Elevated Access for any previous access roles to be restored. ::: # FAQ ### Can I import employees in bulk? You can import a CSV file of employee data to create or update employee profiles in Ashby. For more on this, see [Bulk Import Options](docId\:SORNCJ66lgHRfLrAcXETJ). ### When adding a user's email to their profile, I see "This email is already used by another user." Why? This is because a user with this email address already has a profile within your account. View your deactivated and terminated user list, as they should be listed there (for more on amending those filters, see the Reactivating a user profile section above). You can then head into their profile, click `Actions`, then `Activate` to reactivate their profile. ### Will newly added and activated users receive an email confirming their access or inviting them to log in to Ashby? No, new users do not receive an email notification with an invite, but as soon as their account is active, they can sign in at [https://app.ashbyhq.com/signin](https://app.ashbyhq.com/signin). Share this link with them so they can log in for the first time. ### Can I view all users (activated, deactivated, and terminated) in one list? Yes — remove the default filter that only pulls active users to view the full user list. Click the trash can icon to the right of the filter to remove it. ![The screenshot shows the Employees page with the basic filter options. The trash can icon is highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/LX__BjFrScJ8miwu7J52e_employees-acent-ashby-2026-04-21-at-120434-pm.jpg) ### Can I add external recruiters as users? You can. If these users should only be able to view candidate profiles linked to their agency, see [Agencies Setup](docId\:HPRDN81J0nbGGnh4s-JE1) for more information on setting up agency users. ### Can I amend an employee's email on their profile? If an employee's email has changed (or if there was a typo in the entered email when their account was initially created), click into their profile on the **Employees** page, then edit the email address listed in the **Email** section of **Basic Info**. ### Can I delete a user/employee in Ashby? Users listed on the **Employees** page can currently have their profiles deactivated or terminated. It is not possible to delete profiles completely. ### Can I switch an agency user to be an employee user instead, so I can assign them different permissions? Agency users do not have the ability to email or schedule candidates; to allow them to take those actions ro assign them other permissions, there are a few changes that would need to be made on your end and in their Ashby profile. **If you do not have SCIM or SSO configured:** 1. Navigate to **Admin > Organization Setup > Agencies** and click on the agency and user in question. 2. In their profile’s **Permissions** tab, locate the Agency drop-down menu and click the `X` beside the agency name; this will remove the link between the user and the agency.  ![The screenshot shows an agency user's profile open on the permissions tab with the X highlighted.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/-B1-J4yoCGGT10dpDAcjp_agencies-ashby-2026-09-24-at-112914-am.jpg) Once the link has been removed, they will automatically be converted to a Limited Access employee user. You can then update their global user role from Limited Access to Elevated access via the **Permissions** tab in their Ashby user profile, which you would find in **Admin > Organization Setup > Employees**. After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling. You can read more about that assigning access at [User Permissions](docId\:i5jHibmkQHYobnnvrl8rk). **If you have Google Workspace and SSO configured** 1. Add the agency user as a domain user within your Google Workspace account settings; doing so will automatically provision a new separate account for them in Ashby via the Google Workspace integration. They will be provisioned as a Limited Access user. 2. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at **Admin > Organization Setup > Employees.** After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.  The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option. **If you have Microsoft 365 and SSO configured** 1. Add the agency user as a user within your Microsoft 365 account settings; doing so will automatically provision a new, separate account for them in Ashby. They’ll be provisioned as a Limited Access user. 2. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at **Admin > Organization Setup > Employees.** After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.  The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option. **If you have SSO and SCIM configured** 1. First, you will need to create a user record in your IdP directory. You will need to create a new email address for them that utilizes your domain, so that it can be verified via SSO during the login process. 2. Once they have been added to your directory, a new, separate account will automatically be provisioned for them in Ashby on the next directory sync. They will be added as a Limited Access user. Once they’ve been added, you can update their global user role from Limited Access to Elevated access via the Permissions tab in their Ashby user profile, which you would find at **Admin > Organization Setup > Employees.** After changing their global user role, you can then add a team-wide or job-specific access role; the Hiring Manager access role provides the necessary permissions they’ll need in order to email and schedule candidates, but you can assign any role with more permissions if you would like to give them additional permissions on top of emailing and scheduling.  The user will then log into Ashby using the Sign in with SSO option instead of the Magic Link option.