The User Management feature allows you to add users to your RMS Console and control their access through role-based permissions. You can assign specific roles to restrict what information and functionality each user can access.
User accounts and role assignments are flexible - you can add new users, modify existing permissions, and update roles at any time to match your organization's changing needs.
In this article:
Before you begin
- Create and link your deployment via the RMS Console.
- Request access from your system administrator if RMS is already deployed in your organization.
Only users with Admin or Owner roles can access the User Management tab. If you don't see this feature, contact your organization's Owner or Administrator to request the appropriate role assignment.
Add a new user
- Navigate to the Settings on the sidebar > User Management tab:
- Click the Add User button.
Fill out the Email.
The system will check if this user already exists. If the user doesn't exist in the system:
Complete the invitation form to create a new user account:
- Fill out the First Name.
- Fill out the Last Name.
- Select the appropriate Role from the dropdown (e.g., Admin or Editor).
- Click Send invitation.
An invitation email is sent automatically. The user must follow the link in the email to accept the invitation and finish setup.
If you manage multiple RMS accounts, invite users for each account where they need access. The system will find the existing user:
- Select the appropriate Role from the dropdown (e.g., Admin or Editor).
- Click Add to RMS account.
The user will immediately gain access to this RMS account with the assigned role. No invitation email is sent in this scenario since the user already exists in the system.
Manage pending invitations
If a user hasn't received or acted on their invitation email:
- Select the
menu next to the user from the list
- Choose either:
- Resend - sends a reminder invitation email.
- Cancel - removes the pending invitation.
Edit user
To modify user information:
- Select the
- Click Edit in the dropdown.
- The following fields are editable:
- First name
- Last name
- Role
Email is not editable once the user is created.
Remove user
To deactivate a user:
- Select the
- Click Remove to deactivate.
Once removed, the user loses access to this RMS account, but their user record remains in the system. If the user is assigned to this RMS account again in the future, they will automatically regain access without needing to go through the invitation process again, with a delay (up to 5 minutes) before access changes take full effect.
Roles
User management is accessible only by users with the Admin and Owner roles. Roles determine what features and management capabilities you can access within the RMS Console, while all roles can work with assets, jobs, and transforms.
Most actions are limited to the particular RMS account (selected from the dropdown at the top of the page), meaning that when you select the RMS account, you can only manage users and settings for that particular account.
The Owner role is the exception, having access to all RMS accounts within your organization regardless of the current selection.
Owner
Initiator: the initiating user who linked the RMS deployment to the RMS Console.
- Access: All RMS accounts in your organization.
- Management: Full Settings access, and API Key Management, as well as assets, jobs, and transforms.
Governance: Cannot be edited or removed in the RMS Console.
- Changes: Contact Ravnur to modify Owner users.
Administrator
- Access: Assigned RMS accounts only.
- Management: Full Settings access and API Key Management, as well as assets, jobs, and transforms.
- Can be managed by Owners and other Administrators.
Editor
Access: Assigned RMS accounts only.
Management: Assets, jobs, and transforms.
Limitations: Cannot access Settings, or API Key Management.
Microsoft Entra ID
The RMS Console uses Microsoft Entra ID (formerly Azure Active Directory/Azure AD) authentication.
Users sign in via your organization’s single sign‑on.
- Password policies and Multi-Factor Authentication are enforced by your Entra tenant.
- Entra roles are not used for Console permissions; all Console permissions are managed via Owner, Administrator, and Editor inside the RMS Console.