Add/Remove users

Makers can add users from Builder or from the linked Notion Users database. For Email & password apps, adding from Builder is the recommended controlled-access flow because it creates the app user, provisions the app-specific credential, and sends the secure setup invitation as one tracked operation.

Add an email-and-password user from Builder

Open the app in Builder.
Select Users in the left rail.
Confirm the app uses Email & password and that Name and Email are writable.
Select + Add User.
Enter the person’s name.
Enter a valid email address. Email matching is normalized, so case differences do not create a separate account.
Choose a role when role options are configured.
Select Add user and send invitation.
Review the result:
- User added confirms the app user exists.
- Credential provisioned confirms the hosted login identity exists.
- Invitation sent confirms delivery was accepted.
Open the user and monitor Access until it becomes Active.

Public signup stays off during this workflow. Adding one person does not allow other visitors to register.

If provisioning is partial

A user can be added even when invitation setup does not finish. Builder shows which steps succeeded and which step needs attention. Use Retry or Resend invitation instead of creating the user again. Provisioning is idempotent: retrying the same intended operation does not create a second identity.

Invitation and access actions

Current state	Available action	Result
Not invited	Send invitation	Creates or confirms the credential and emails the setup link.
Sent	Resend invitation	Replaces the prior setup opportunity with a new email.
Expired	Resend invitation	Sends a usable link.
Failed	Resend invitation	Retries the incomplete setup.
Active	Send password reset	Emails a secure reset link.
Active	Disable	Blocks login and invalidates existing sessions.
Disabled	Re-enable	Allows login again with the existing credential lifecycle.

Invitation, reset, and password links are expiring and single-use. The maker cannot read the user’s password.

Add a user in Notion

Open the linked Users database in Notion.
Add the Name, Email, Role, Active, and other required values.
Return to Builder and run Sync / Reload.
Open Users and confirm the row reconciled.
For Email & password, open the user and send the setup invitation if the access state is Not invited.

Adding a Notion row alone does not mean the person has established a password. Always check the Access state.

Remove or suspend a user

For a reversible suspension, use Disable. This blocks new logins and invalidates current sessions while retaining the user row and audit history.

For permanent removal:

Disable the user first.
Remove or deactivate the row according to your Users-database policy.
Sync / Reload.
Confirm the user no longer has active access.

Removing a user does not delete that person’s business records in other databases.

Duplicate emails

Do not intentionally create two active Users rows for the same app and email. Current sync protects the rest of the database from a legacy duplicate: one repeated credential no longer aborts the entire sheet sync. Builder still prevents unsafe duplicate provisioning and preserves the existing active identity.

Troubleshooting

Symptom	Action
Add button is disabled	Make Name and Email writable and enter valid values.
Invitation failed	Open the user, inspect the issue, then resend.
Link expired or already used	Resend invitation or password reset.
User exists but cannot log in	Check Access, Active, email spelling, and the selected login method.
User limit reached	Remove unused users or change the plan before retrying.
Notion row exists but access says Not invited	Send the setup invitation from Builder.