---
type: Documentation
title: User management
description: As an administrator, you manage all user accounts of your organisation
  in one place.
resource: https://www.librario.de/en/docs/administration/benutzerverwaltung
language: en
revision: e114aa541d24c57e452957a2313c85d2014b716b
tags:
- docs
- administration
---

# User management

As an [administrator](/en/docs/administration/rollen#administratorin), you manage all user accounts of your organisation in one place.

## User management overview

To open user management:

1. Click the user icon in the top right
2. Select **Our account**
3. Click **Invite more users** or the number of users in the account overview. The **Users** page opens.

In user management you can:

* Find user accounts with the search bar (by the start of the name or the full email address)
* [Create new user accounts](#benutzerin-hinzufügen)
* [Edit](#benutzerin-bearbeiten) or [delete](#benutzerin-löschen) existing user accounts
* [Export the full user list as a CSV file](#benutzerliste-exportieren)

![Screenshot of user management in Librario. The page shows a table with columns for name, roles, employee number and email address. Above the table are a search bar for users and a blue "Add new user" button.](/de/docs/administration/benutzerverwaltung/benutzerverwaltung.webp)
_User management gives you an overview of all users
Screenshot of the German interface._


## Add a user


To add a user:

1. Click **Add new user**
2. Fill in the fields of the form:
    * **Name**: the person's first and last name
    * **Email**: their work email address
    * **Phone number** (optional): their work phone number
    * **Employee number** (optional): their internal personnel number
    * **Locale** (optional): the language of the interface
    * **Privacy policy** (required): confirm that the person has read Librario's privacy policy

3. Under **Roles & permissions**, switch on the roles the person needs. Without a role they have basic access. [Which role for whom?](/en/docs/administration/rollen#typische-aufteilung) explains which role suits whom
4. Click **Save**

> **You rarely need to set the language:**
> 
> Without a choice, Librario takes the language from the person’s browser settings at their first sign-in. The invitation email goes out before that, in the language of your account. Choose a language only if the person reads a different language from the account language.


> **The initial password is sent by email:**
> 
> Once the account is created, the person automatically receives an email with their email address, a temporary password and the sign-in link. They can change the password themselves afterwards.
> 
> If you use [single sign-on with Microsoft](/en/docs/integration/sso-mit-microsoft), you don’t need to create people in advance: Librario creates the user account automatically at their first SSO sign-in, as long as your plan has free seats. The new user has no role yet and so has [basic access](/en/docs/administration/rollen#basiszugang). If you still create a person here, they also receive the email with the temporary password.


## Edit a user


You can change a user's details at any time:

1. In the user list, click **Edit** next to the person
2. Change the details in the form
3. Save your changes

## Delete a user


> **Delete user accounts when employees leave:**
> 
> Make deleting user accounts part of your routine when employees leave. That way no unneeded access remains.
> 
> Librario does **not** sync leavers with Microsoft Entra ID automatically: there is no automatic deprovisioning (no SCIM provisioning). You therefore have to delete former employees in Librario by hand, ideally as a fixed step when someone leaves. Note: if you only deactivate the Microsoft account in Entra ID, the person can no longer sign in, but their user account in Librario remains and still takes up a seat. Delete the account to free the seat.


> **Deleting cannot be undone:**
> 
> You cannot undo the deletion of a user account. The user account and the person’s favourites are deleted for good. Loans, tasks and imports remain, but are no longer linked to the person. You cannot delete your own user account. Have borrowed copies returned before you delete someone, or those loans lose their link to the person.


> **With SSO, deleting does not lock someone out for good:**
> 
> If you use [single sign-on with Microsoft](/en/docs/integration/sso-mit-microsoft), deleting a person in Librario does not stop them from signing in again: if they sign in via SSO again, Librario automatically creates the account again. Librario keeps no blocklist of deleted email addresses. The person is only locked out for good once you deactivate their Microsoft account in Entra ID or remove it from the permitted domain.


## Export the user list


You can export the full list of all users as a CSV file:

1. Click the download icon **Export** in the top right
2. Select **Export as CSV**
3. The CSV file downloads

If you searched first, the file only contains the users found.

For each person, the exported file contains:

* ID
* Email address
* First name
* Last name
* Employee number
* List of roles
* Phone number
* URL (direct link to the user profile)

> **Tip: compare with your employee directory:**
> 
> You can open the exported CSV file in a spreadsheet program and compare it with your current employee directory. This helps you find the user accounts of former employees systematically.