managing-users

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.

Effective Permissions

A user's effective permissions are the union of both fields. On any integration granted by both, the higher level wins (manage over monitor). Account-wide accessLevel also covers every integration created later, whereas integrationAccessLevel[] applies only to the integrations explicitly listed and must be extended by hand as new integrations are added. In the UI these composed shapes surface as Monitor all (account-wide monitor), Manage all (account-wide manage), and Custom (per-integration only).

Manage vs Monitor: Exact Allowances

The same two levels apply at both the account-wide and per-integration scopes. On the integrations each covers:

• Manage -- create, view, modify, and delete the integration's resources (connections, flows, exports, imports, APIs, Tools, scripts, lookup caches) and troubleshoot errors (retry, resolve, edit retry data, view error history). Cannot view or edit account-wide settings or API tokens (those stay with administrators and the owner).
• Monitor -- view resources (read-only on configuration), run flows on demand, and retry/resolve errored records. By default cannot edit the retry-data payload being retried (grant allowToEditRetryData to allow it), cannot modify resource definitions, cannot enable/disable flows, and cannot change settings.

Quick Reference

Access Strategy Decision Matrix

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

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):

4. Update permissions for an existing user

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

5. Disable or remove a user

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

Celigo Support Access

Separate from inviting people, an account can let Celigo's own support staff sign in to troubleshoot. This appears on the Users page as a single built-in Celigo Support row (support_access@celigo.com), disabled by default, that an administrator enables like a toggle.

It is a distinct resource from a user: under the hood it is a support share, not an ashare, and there is exactly one per account (no per-person records) at a fixed, id-less endpoint. It is never invited or listed alongside the other users; instead an administrator operates the single grant directly:

• Enable -- turn it on or change its scope/expiry. This is an upsert -- calling it again overwrites the current grant.
• Disable -- revoke it (no id needed).
• Describe -- report whether it is enabled and, if so, its scope and expiry.

Its access model is identical to a user: compose accessLevel and integrationAccessLevel with the same shapes (account-wide, integration-only/Custom, or account-wide monitor + selective manage), and allowToEditRetryData behaves the same way.

The one real difference is that expiry is mandatory. Support access carries a disableAfter timestamp and auto-revokes when it passes; the Celigo UI recommends roughly 5 days. There is no default, so a duration must be set explicitly, and it can be revoked early at any time.

Two account/user controls are easy to confuse with enabling support access itself:

• allowAllToInviteSupport -- an account-level setting controlling whether non-administrators may enable support access at all.
• Celigo Support invite permission -- a per-user permission that lets a specific non-admin enable support access for the integrations they can already reach. Holding it does not grant support access; it only lets that user turn it on.

CLI Commands

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.
9. Celigo Support access is not a normal user. It never appears in celigo users list and cannot be invited or fetched by id -- it is a single per-account support grant that auto-revokes at its mandatory disableAfter expiry. See Celigo Support Access.

Common Errors