Identity admin

Identity admin keeps the linked Users-database row and the app login identity aligned. Use it when Role, Active, and profile properties control navigation, screen visibility, personalization, or login eligibility.

Map identity fields

Open Users → Identity.
Map the Role field to the Users property that stores Client, Staff, Approver, or your equivalent values.
Map the Active field to the property that controls login eligibility.
Add supported profile fields such as display name or language.
Configure safe signup and Add User defaults.
Save and sync.
Test one user with View as and one real login.

Controlled password access panel

For Email & password users, the panel shows:

Field	Meaning
Access	Not invited, Sent, Expired, Failed, Active, or Disabled
Provision source	Maker invitation, signup, sync, or another supported origin
Last invitation	Most recent invitation send time
Credential provisioned	When the hosted identity was created or confirmed
Invitation expires	When the current setup link stops working
Password established	When the user completed password setup
Invitation issue	Error code for a failed setup step

The actions are state-aware: Send invitation, Resend invitation, Send password reset, Disable, or Re-enable appear only when valid for the current lifecycle state.

Role and Active behavior

Role controls app experiences only when navigation or visibility rules use it. Active controls whether the user may enter. Map both when the app uses controlled access.

When Active changes to an inactive value during sync, NotionApps revokes access and invalidates sessions. When the login email changes, the identity is reconciled and prior sessions are invalidated. Test these changes in a non-production user before applying a bulk Users-database edit.

Provisioning sources and duplicates

Provision source is diagnostic; it explains how the identity began. Do not create multiple active rows for one app/email. Legacy duplicate rows no longer abort the entire sheet sync, but the existing active identity is preserved and unsafe duplicate provisioning is rejected.

Recommended test

Add a test user with Role = Client and Active = on.
Send the invitation and complete password setup.
Confirm Client navigation.
Change Role to Staff, sync, and confirm navigation changes.
Set Active off, sync, and confirm login/session revocation.
Re-enable and verify the supported return flow.

Troubleshooting

Symptom	Check
Wrong navigation	Role mapping, exact role value, and sync status.
Disabled user can still use an old page	Reload; the server rejects invalidated sessions.
Invitation action missing	Confirm Email & password is selected and management mode is not external.
Access says Failed	Read Invitation issue and resend.
Profile blank	Add profile field mappings and sync.