Choosing who can access your app

Use visibility settings to decide who can open your app and whether they need to sign in. Then use roles to control what each person can see and do inside the app, such as viewing data or managing orders. Finally, add collaborators to work with you in the app editor to design, configure, and maintain the app. Only collaborators and the app owner can access the app editor and your app’s dashboard. Roles such as Admin and User control what people can do in the live app, but they do not give access to the app editor or dashboard.

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Setting your app visibility

App visibility decides who can open your app and whether they need to sign in. Pick the level that fits your app. Visibility is only about who can get in. How people sign in, such as with email and password or Google, is a separate setting on the Authentication page. Learn more about managing login and registration. Base44 uses smart app visibility to suggest a starting point for you. Apps that act like public sites, such as landing pages or portfolios, are automatically set to Public without requiring login. You can change this setting at any time. To set your app visibility:

1. Go to your app’s Dashboard.
2. Click Overview.
3. Click the App Visibility drop-down.
4. Select a visibility level.

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Inviting users to your app

Invite people to use your app by sending them an email invitation from your dashboard or from inside your app. Inviting someone as a user or admin controls what they can do in the live app. It does not give them access to the app editor or your app’s dashboard.

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From your dashboard

Send invitations from your app’s dashboard and choose the role for each person. To invite people from your dashboard:

1. Click Dashboard in your app editor.
2. Click Overview.
3. In the Invite Users section, click Send Invites.
4. Enter the email address for each person you want to invite.
5. Click the Access level drop-down and choose a role.
6. Click Send Invitation.

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From your app

You can also invite people directly from inside your app by asking the AI chat to set up in-app invites. Use the invite option it adds to enter each person’s email address and, if prompted, choose the role you want to give them. Example prompt: Add the option to invite users to the app from inside the app

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Sharing your app link

Share a link to your app so people can access it directly. To share your app link:

1. Click Dashboard in your app editor.
2. Click Overview.
3. In the Invite Users section, click Copy Link.
4. Share the link wherever you want people to access your app.

If you share a link with someone but they do not have permissions to access your app, they see a pop-up asking them to request access.

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Choosing your users’ roles

Roles control what each person can do on your live app. By default, every app includes 2 roles:

• Admin: Can manage areas that are restricted to admins on the live app.
• User: Can view and use the app with no special permissions.

For example, in a store app you might give your shop manager the Admin role so they can update stock levels and process orders in the live app, while giving your sales staff the User role so they can view products, check order status, and use the app without changing settings. To update a user’s role:

1. Click Dashboard in your app editor.
2. Click Users.
3. Select the user whose role you want to change.
4. Click the Role drop-down and choose Admin or User.
5. Click Submit.

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Giving a group access to your app

Instead of adding people one at a time, you can give a whole workspace group access to your app at once. Everyone in the group gets access with the role you choose, and access stays in sync automatically as people join or leave the group.

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Adding a group

Invite a workspace group from your app’s Groups tab and choose the role its members get. To give a group access to your app:

1. Click Dashboard in your app editor.
2. Click Users.
3. Click the Groups tab.
4. Click Invite group.
5. In the Search for a group box, find the group you want to add and select its checkbox.
6. Click the Assign role to group drop-down and choose the role you want everyone in the group to have.
7. Click Invite group.

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Managing group access

The Groups tab lists every group that has access, along with its type, member count, and role. From there, you can change a group’s role or remove its access at any time. To manage group access:

1. Click Dashboard in your app editor.
2. Click Users.
3. Click the Groups tab.
4. Do one of the following:

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Working with collaborators

Collaborators are people who help you build your app in your app editor. Add collaborators when you want someone to design, configure, or maintain the app with you. Collaborators are separate from user roles. When you add someone as a collaborator, they are added to your app as an Admin in Users by default so they can manage content, data, and settings in the live app while they build. You can later change their app role on the Users page without affecting their access to the app editor.

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Inviting collaborators

Invite collaborators directly from your app editor. To invite collaborators to build your app:

1. Go to your app editor.
2. Click the Add collaborator icon at the top.
3. Enter the email addresses of the people you want to invite, separated by commas.
4. Click the Send invite icon .

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Managing collaborators

Remove a collaborator when they no longer need access to the app editor. To manage collaborators:

1. Go to your app editor.
2. Click the Add collaborator icon at the top.
3. Find the relevant collaborator and click the More Actions icon.
4. Click Remove Collaborator.
5. In the confirmation window, select an option:
   • Remove collaborator access only: Immediately revoke their access to the app editor and prevent them from making changes, but keep them in the Users list with their existing role so they can still use the live app.
   • Remove from app entirely: Revoke their collaborator access and remove them from the Users list so they can no longer sign in or use the app.

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Restricting external collaborator invites

By default, any workspace member can invite people from outside the workspace as app collaborators. You can restrict this so that only workspace owners and admins can send these invitations. To configure who can invite external collaborators:

1. Click your workspace name at the bottom left of your account.
2. Click Settings.
3. Click Governance.
4. Click the External Collaborators toggle:
   • Enabled: Only workspace owners and admins can invite people from outside the workspace as app collaborators.
   • Disabled: Any workspace member can invite people from outside the workspace as app collaborators.

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Testing your app as a user

View and interact with your app as any user or role to check permissions, troubleshoot issues, or test user flows. To test your app as a user:

1. Go to your app editor.
2. Click the More Actions icon at the top right.
3. Select Act as a user.

   

4. Click the drop-down next to You’re acting as and select the relevant user.
5. Preview and interact with the app as that user.
6. Click Exit mode when you’re done testing as another user.

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FAQs

Click below to learn more about managing access to your app.