Managing User Accounts and Roles

This topic refers to functionality that is only available to accounts on the Business-level or above plans. If you do not see the functionality described here, either your account or realm has not been configured to show it, or your account is not on one of those plans.

As a Quickbase realm admin, you:

Designate Quickbase administrative roles

You can assign and define administrative roles. After defining the roles, you can then determine which apps and data each role will be able to control access to. Quickbase provides several built-in administrative roles with various capabilities. The most important administrative roles are:

Note: Before a user can be granted an admin role, they must first be added to the realm. To learn more about adding users to a realm, see the Adding users to a realm help article.

Realm admin role

As you define your realm admin role, you should consider a person(s) who is trustworthy and has experience with Quickbase. A realm admin role has similar responsibilities to an MS Windows domain administrator.

Note: The realm admin role can configure global settings and control users across different applications and accounts; however, the realm admin role has no default access to apps or data.

To ensure your security, when you designate the realm admin role or appoint additional realm admins, Quickbase requests that you create and submit a support ticket with Quickbase Customer Care. As a realm admin, you provide Customer Care with the other users on your account who you want to promote to the realm admin level.

Best practice: You should designate a back-up realm admin.

To access the realm admin portal:

  1. Log in to Quickbase with the account granted with the realm admin role.

  2. Access the Admin Console from the My Apps page by selecting Quickbase Admin.

  3. From the drop-down on right side of My Apps page bar, select Manage the Realm.

App creator role

After you work with Customer Care to designate a realm admin, the realm admin can define app creator roles. To create an app creator role, you assign account permissions to users or groups to create apps within their realm. App creators can create, upload, and provision access to the apps.

To define app creator roles:

  1. As the realm admin, access the Admin Console from the My Apps page by selecting Quickbase Admin.

  2. From the drop-down on right side of My Apps page bar, select Realm Admin.

  3. Select Permissions on the left side of page. The ability to create apps is not governed by any of the permissions you set up in roles. Permissions assigned to roles are specific to the app. Therefore, you cannot give someone the permissions required to create apps using a role.

  4. To assign all users and groups to create applications, select Let anyone create applications. You can also select an individual user or group to specifically allow access to create applications and manage accounts.

Leverage role-based access control

To set up role-base access, you create and manage groups. A group is a collection of registered Quickbase users to which you give a name that enables you to manage your account or app efficiently. You should create groups that represent functions or departments in your organization.

As a realm admin, create a group for role base access:

  1. Access the Admin Console from the My Apps page by selecting Quickbase Admin, then Manage the Realm.

  2. Select Groups on the left side of page.

  3. Create groups for the departments in your organization. By using groups to control access to your account and apps within it, you can automatically remove a user’s application access or deny a user. By assigning a role to an entire group, whatever restrictions come with the role, will then apply to each member of the group.

    Note: Only users who can create applications can create a group.

Manage users and groups in IdM using SCIM

Quickbase supports the standard System for Cross-domain Identity Management (SCIM) specification, which allows you to configure and automate user provisioning via identity management (IdM) solutions.

Quickbase supports integration with the following IdM providers:

For other IdM integrations, Quickbase provides SCIM-compliant API endpoints. Quickbase supports creating, reading, updating and deleting (CRUD) users via GET, POST, PUT, and DELETE methods. For details, read Using API endpoints for SCIM provisioning in the Quickbase API Guide.