managing-users

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Managing Users

A user (internally called an "ashare") represents a person's access grant to a Celigo account, defining what they can see and do. Concerns when managing users:

• Access strategy -- choosing between account-wide access (administrator, manage, monitor) and per-integration access for least-privilege control
• Integration-level permissions -- granting manage or monitor access to specific integrations, optionally combined with account-wide monitor as a baseline
• Security enforcement -- requiring MFA or SSO per user to meet compliance requirements
• Feature flags -- controlling access to APIM features and whether monitor-level users can edit retry data
• Lifecycle -- inviting, disabling, and removing users as team composition changes

Users are an account administration concern, not a flow or integration resource.

Access Strategies

There are four strategies for granting access. Choose based on the principle of least privilege.

Administrator

Full account administration. Can edit all resources, manage users, and change account settings. Cannot transfer ownership or manage owner permissions.

Manage (Account-Wide)

Can edit all integrations and resources. Cannot view or edit account settings, invite users, or manage other users.

Monitor (Account-Wide)

Read-only plus operational access. Can view all integrations, run flows, and troubleshoot errors (retry/resolve). Cannot modify configurations, enable/disable flows, or view connections and API tokens. Optionally grant allowToEditRetryData so monitor users can edit retry payloads.

Integration-Only (Custom)

No account-wide accessLevel. Access is granted per-integration via integrationAccessLevel[], each entry specifying an integration ID and either monitor or manage. The user sees only the integrations they are granted.

A common hybrid pattern: set accessLevel: monitor for baseline read-only access across all integrations, then use integrationAccessLevel to grant manage for specific integrations the user owns.

Quick Reference

Access Strategy Decision Matrix

User needs to...	Strategy	accessLevel	integrationAccessLevel
Administer the account, manage users	Administrator	administrator	omit
Edit all integrations, no account admin	Manage	manage	omit
View all, run/retry flows, no edits	Monitor	monitor	omit
View all + manage specific integrations	Monitor + selective manage	monitor	[{_integrationId, accessLevel: "manage"}]
Access only specific integrations	Integration-only	omit	[{_integrationId, accessLevel}]

Minimum Required Fields

Inviting a user requires at minimum:

• email -- the user's email address (the only required field)
• One of: accessLevel or integrationAccessLevel (technically optional; omitting both creates a user with no access)

Schema Index

All schemas are in references/schemas/:

• Invite fields: invite-request.yml -- POST /v1/invite body
• Update fields: request.yml -- PUT /v1/ashares/{id} body (accessLevel, integrationAccessLevel, MFA/SSO, feature flags)
• Response shape: response.yml -- includes accepted, dismissed, lastSignIn, sharedWithUser embedded object

Related Skills

• troubleshooting-flows > Diagnostic Workflow -- users with monitor access troubleshoot errors here
• building-flows > How to Build a Flow -- understanding what manage vs monitor users can do with flows
• building-apis > Quick Reference -- APIM access controlled by allowAccessToAPIM flag

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How to Manage Users

1. Audit current users

Before inviting or changing permissions, understand the current state:

# List all users in the account
celigo users list

# Get details for a specific user
celigo users get <id>

Review accessLevel, integrationAccessLevel, accepted (pending invitations), and disabled status.

2. Decide the access strategy

Use the Access Strategy Decision Matrix to determine the right level. Key considerations:

• Start with the least privilege needed. Integration-only access is safest for users who only work with specific integrations.
• Monitor + selective manage is the most common hybrid -- the user sees everything but can only edit their integrations.
• Administrator should be rare. Only for users who need to manage account settings and other users.

3. Invite a new user

Use the invite command (there is no users create -- invitations are the only way to add users):

# Account-wide access
celigo users invite --email user@example.com --access-level monitor

# Integration-only access
celigo users invite --email user@example.com --integration <intId1>=manage --integration <intId2>=monitor

# Monitor baseline + manage for specific integrations
celigo users invite --email user@example.com --access-level monitor --integration <intId>=manage

# With security enforcement
celigo users invite --email user@example.com --access-level manage --force-mfa
celigo users invite --email user@example.com --access-level manage --force-sso

4. Update permissions for an existing user

Use set for simple field changes or update for full replacement:

# Change access level
celigo users set <id> accessLevel=manage

# Enable MFA requirement
celigo users set <id> accountMFARequired=true

# Grant APIM access
celigo users set <id> allowAccessToAPIM=true

# Allow monitor user to edit retry data
celigo users set <id> allowToEditRetryData=true

# Full update (GET + modify + PUT for complex changes like integrationAccessLevel)
celigo users get <id> > user.json
# Edit user.json to add/modify integrationAccessLevel array
celigo users update <id> < user.json

5. Disable or remove a user

# Disable a user (preserves record, blocks access)
celigo users set <id> disabled=true

# Re-enable a disabled user
celigo users set <id> disabled=false

# Permanently remove a user from the account
celigo users delete <id>

Disabling is preferred over deleting when you may need to restore access later.

CLI Commands

# CRUD (no "create" -- use "invite" instead)
celigo users list
celigo users get <id>
celigo users update <id> < user.json
celigo users set <id> key=value [key2=value2 ...]
celigo users delete <id>

# Invite
celigo users invite --email <email> [--access-level <level>] [--integration <id>=<level> ...]
  [--force-mfa] [--force-sso] [--allow-edit-retry-data]

# Account context
celigo profile whoami                  # Resolve the active token to its user (returns v1/tokenInfo)

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Gotchas

1. There is no users create command. Use celigo users invite -- the API endpoint is POST /v1/invite, not POST /v1/ashares. The invite sends an email; the user appears with accepted: false until they accept.
2. PUT erases omitted fields. Always GET first, modify, then PUT. The set command handles this automatically for simple field changes. For integrationAccessLevel array changes, use the GET-modify-PUT pattern with update.
3. Omitting both accessLevel and integrationAccessLevel creates a useless invite. The user will be in the account but have no access to anything. Always specify at least one.
4. integrationAccessLevel is ignored when accessLevel is manage or administrator. These levels already grant full access to all integrations. Only use integrationAccessLevel with accessLevel: monitor or with no accessLevel.
5. Pending invitations consume a user slot. Unaccepted invitations (accepted: false) count toward the account's user limit. Delete stale invitations to free slots.
6. disabled: true blocks access but keeps the record. The user cannot sign in or use the API. Use this instead of delete when you may need to restore access. Setting disabled: false re-enables the user.
7. MFA and SSO are per-user, per-account settings. accountMFARequired and accountSSORequired on the user record control enforcement for that user in this specific account. SSO requires the account to have SSO configured first.
8. The internal API resource is ashares, not users. The CLI maps celigo users to /v1/ashares. If scripting against the API directly, use the ashares endpoint.

Common Errors

Error	Likely Cause	Fix
409 Conflict on invite	User already has access to the account	Use users list to find the existing user record; update permissions with set or update
403 Forbidden on invite or update	Current token does not have administrator access	Use a token from an administrator or owner account
404 Not Found on user get/update	Wrong user ID, or user was deleted	Verify ID with users list
422 Validation Error on invite	Missing email, invalid access level, or malformed integrationAccessLevel	Check email is present and accessLevel is one of: monitor, manage, administrator
User cannot see integrations	integrationAccessLevel entries reference wrong integration IDs	Verify integration IDs with celigo integrations list; update the user's access
User invited but cannot sign in	Invitation not accepted, or disabled: true	Check accepted field; resend invite or set disabled=false