Browse and Maintain Workspace Users

Browse Workspace Users

The Administration area provides a comprehensive way to manage your workspace users. As the default view, you will see a list of all users that are subscribed to the workspace, including their Name, Role, Status and Last Login. When switching between active users, open invites or requested invites, you can do so by choosing one of the sections at the top of the list.

By clicking on one of the users you are forwarded to the user details and subscription information.

Removing a User from a Workspace

Once invited to LeanIX, a user cannot be deleted. The only option to remove a user from a workspace is to set the user profile to archive. You can do so in the Administration / Users menu. Simply click on a user and open the detailed view.

A click on Archive removes the user from the workspace. Once a User is archived from the workspace only a re-invite can make the user active again.

What User Rights are given in LeanIX?

There are currently three different User Rights defined in LeanIX:

  • Viewer (can view, subscribe and comment to all Fact Sheets)
  • Member (can view, create and modify all Fact Sheets)
  • Admin (all rights of Workspace Member plus administration of Workspace e.g. User Management and Export)

Admins are able to set the desired role for a user during the invitation. It is possible to change the role of the user afterwards (see next section).


Please note: The Rights of the Roles are valid constantly.

The User permissions also apply to other areas/functions such as APIs and Surveys (e.g. if you send a Survey to a Viewer, this person is not able to make changes to a Fact Sheet)

Include users who do not yet have access + who should not be invited at the moment

People who have not yet been invited to the workspace but already have a benefit for Admins are called:

*Contacts (can respond to surveys, can be assigned to Fact Sheets by an Admin)


  1. Admins can assign Fact Sheets to responsible individuals without them being active users
  2. You do not have to invite these users to the workspace yet
  3. You can send a survey directly to this individual to help populate a Fact Sheet
  4. In the end, the Fact Sheet is filled in and the Admin can decide to invite this person into LeanIX


For Surveys, please note:

When creating a survey for Contacts, make sure that "Fact Sheet segments" are not used (directly editing fields in the Fact Sheets), as these segments will not work for "Contacts". The survey cannot be sent out to Contacts if Fact Sheet segments are included.

How to create a "Contact"

  1. Open a Fact Sheet
  2. Click on "Subscriptions"
  3. Add a person
  4. Click on "new person"
  5. Type in Email, first name, last name
  1. Save it; see result below:
    -> By adding a new person, they do not become a LeanIX user automatically. You can invite them afterwards with the usual invite process / or with the blue button below


Other user roles (created by yourself)

In addition to our basic User (Viewer, Member, Admin) it is also possible to create individual users with certain authorizations.

Who can do this?
-> you need the feature "Configuration" which depends on the contract

How can you create them?
-> Please reach out to your CSM!

Change User Roles

The editing of content is limited by default to the user roles Admin and Member. The Viewer can view Fact Sheets and leave comments. The Audit Trail (Last Update) shows in detail all changes with a reference to the user. This transparency should prevent misuse of the system. The (workspace) Administrator has more functions like managing user access, setting the preferred invitation process, and exporting all data to Excel. The Administrator(s) can manage the settings in the Administration area.


Manage users with the help of SSO

Please take a look at the SSO Attribute Mapping section in the Technical Docs.

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