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Add a user

Learn how to add users to your Databox account, assign roles, and manage access for your team or clients.

Availability

profile  All user roles

box  All accounts

lock  All subscription plans


Adding users to your Databox account helps teams collaborate around data, share insights more effectively, and make decisions using a single source of truth. By giving the right people access to Databoards, reports, and OKRs, you ensure that performance data is visible, actionable, and aligned across the organization.

For agencies and consultants, adding users makes it easier to collaborate with clients and internal teams, scale reporting workflows, and manage multiple accounts efficiently as your client base grows.

Add a user

You can add one or more new users to your Databox account from several locations:

To invite a new user, enter their email address and assign a user role.

pinNote: Databox users are identified by their email address, and each email address can be associated with only one Databox account.

If the invitation is created by a non-admin user, it remains pending until an Admin approves it. The Admin can approve the invitation from the same location where it was created by clicking Accept next to the invited user.

Once approved, the invited user receives an email with a link to the sign-up page, where they can enter their name and password to complete the sign-up process.

Client accounts

Users can be added only to self-managed client accounts. It’s not possible to add users directly to managed client accounts.

Managed clients are fully controlled by the agency, and all usage is billed to the agency’s subscription. Because of this, client users cannot be invited to managed client accounts.

To allow a client to have their own users and manage access independently, the client account must be set up as a self-managed client. Self-managed clients have their own subscription and can add and manage users within their account.

User roles

User roles define what each person can see, create, edit, or manage in your account. Understanding these roles helps you control access, protect sensitive data, and ensure everyone has the right level of responsibility.

Permissions User role
Actions Viewer User Editor Admin, Account owner
Change email, password and 2FA settings 🟢 Yes 🟢 Yes 🟢 Yes 🟢 Yes
Invite new users 🟢 Yes 🟢 Yes 🟢 Yes 🟢 Yes
View Databoards2 🟢 Yes 🟢 Yes 🟢 Yes 🟢 Yes
Browse login and session logs 🟡 Yes1 🟡 Yes1 🟡 Yes1 🟢 Yes
Access and manage client account content 🔴 No 🟢 Yes 🟢 Yes 🟢 Yes
View, use, create, edit and delete content2 🔴 No 🟡 Yes3 🟢 Yes 🟢 Yes
View, use, create, edit, and delete data sources 🔴 No 🟡 Yes3 🟡 Yes3 🟢 Yes
Manage users and assign roles 🔴 No 🔴 No 🔴 No 🟢 Yes
Manage clients, billing, plans, and invoices 🔴 No 🔴 No 🔴 No 🟢 Yes4
Manage account, security, and white-labeling settings 🔴 No 🔴 No 🔴 No 🟢 Yes4

1 Limited to their own data.
2 Some features include an optional extra layer of permissions that allows more granular control over access.
3 Edit and delete permissions apply only to data sources created by the user.
4 Some features may be unavailable to agency users in self-managed client accounts.

Admin vs Account owner

The Account owner role includes two additional permissions that Admins do not have:

Frequently Asked Questions

Why am I getting an error when I try to add a user?

If you see an error saying the user already exists, it means that email address is already associated with another Databox account.

This can happen if the person:

  • Previously signed up for Databox on their own, or
  • Was added to another Databox account using the same email address. 

To continue, choose one of the following options:

  • If the user no longer needs access to the existing account, remove or change the email address in that account. This can be done by updating the user’s email, removing the user, or deleting the old account.
  • If the user needs access to multiple Databox accounts, invite them using a different email address: 
    • For Gmail or Google-based emails, use the “+” format (for example, name+account@domain.com).
    • For Microsoft 365, create an email alias and invite the user using that alias. 

Once the email address is available or a new one is used, you can resend the invitation.

Why didn’t I receive my account confirmation email?

If you didn’t receive the account confirmation email, first check your Spam or Junk folder, as the message may have been filtered automatically.

If the email isn’t there, confirm that the email address was entered correctly when the invitation was sent.

Next, make sure no-reply@databox.com is whitelisted, or whitelist your custom sender address if your account uses a custom email domain.

If you still don’t receive the confirmation email, contact Databox Support via chat or email help@databox.com. Include any account details you have, such as the company name or domain, along with the email address you’re trying to confirm. This helps the Support team locate the account and resend the confirmation link if needed.

Still need help?

Visit our community, send us an email, or start a chat in Databox.