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An external user logs in to Omni like any other user, but only has access to what you explicitly give them. External users don’t inherit anything your organization grants by default — no organization-wide content access and no connection base role. Use external users when your organization is open by default but a few users — partners, contractors, clients, or an offshore team — should only see specific dashboards or connections.

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Requirements

Organization Admin permissions are required to invite external users or convert existing users.

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What external users can access

Everything an external user can see or query comes from an explicit grant, made either directly to the user or to a group they belong to.

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Inviting external users

  1. Navigate to Settings > Users.
  2. Click Invite.
  3. In the Email field, enter the email addresses of the users you want to invite.
  4. Select Invite as external user.
  5. Click Send Invitations.
External users receive the same invitation email as other users and become external users when they accept. The invitation shows on the External tab of the user list until then. After the invitation is sent, grant them access to the content and connections they need.
Invite requests accepted from the login page always create standard users. The first user in an organization can’t be an external user.

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Converting an existing user

This section doesn’t apply to embed and email-only users.
You can change a user between external and standard membership from their user settings page. You can also convert pending invitations.
  1. Navigate to Settings > Users.
  2. Click Manage next to the user.
  3. In the Organization Role field, select the user’s new membership type:
    • External - Convert to an external user. The user will no longer have access to content and connections granted to the organization by default and, if they were an Organization Admin, they will lose those permissions. This option will be unavailable if there is only one Organization Admin in the organization. If the user owns schedules or routines, you’ll need to reassign or delete the schedules and routines first.
    • Standard - Convert to a standard user. The user will have access to content and connections granted to the organization by default.
  4. Confirm the change in the dialog.

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Granting and testing access

Because external users don’t have access to anything by default, you’ll need to explicitly grant access: For example, to give a partner access to one dashboard, grant them a Viewer role on the dashboard’s connection and share the dashboard with them directly.
Adding external users to a group makes it easier to grant the same access to several users at once.

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Testing an external user’s access

To test the content and connection access for an external user, you can impersonate them to see exactly what they see. See Impersonating users for more information.

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Limitations

  • SCIM can’t be used to manage external users, including creating them or adding them to groups. Invite and manage external users in Settings > Users, and add them to groups in Omni.
  • Embed and email-only users can’t be converted to external users.

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Next steps