User management in Allocadia — creating, editing, deleting users

Admins create, edit, and deactivate users from the User Management area of Settings. Here's the workflow and when to deactivate vs delete.

Where user management lives

Admins open Settings → User Management (or the equivalent on your account's version). This is where all user creation, editing, and lifecycle actions happen.

Creating a user

1. Click + New User.
2. Enter:
   • Email — the user's work email. This is also their login identifier.
   • Display name — how they appear in Allocadia.
   • Role — see Roles and permissions in Allocadia.
   • Hierarchy access — which Folders/Budgets they can see.
3. Save.

Allocadia sends a welcome email with a password-setup link. For SSO-only tenants, no password is required — the user signs in via your IdP after their account exists.

Editing a user

Open the user from the User Management grid. Common edits:

• Role change.
• Granting or removing hierarchy access.
• Updating display name or contact info.
• Enabling/disabling API access (for integration users).

Role and permission changes take effect immediately.

Deactivation vs deletion

• Deactivation marks a user as inactive. They can no longer log in, but all their historical ownership, approvals, and audit trail remain intact. Deactivation is almost always the right choice when a user leaves the organization.
• Deletion removes the user record. Historical references to the user may become orphaned. Only delete when there's a specific reason (e.g. a user was created in error).

Bulk operations

For bulk user actions (onboarding a cohort, deactivating a department), contact Support — bulk user management is often handled server-side faster than one-by-one in the UI.

Related articles

• Roles and permissions in Allocadia
• Login As / Proxy User in Allocadia — what it is and when SSO interferes
• SSO setup — Microsoft Entra ID with Allocadia
• SSO setup — Okta with Allocadia