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Use visibility settings to keep your app invite only, limit access to workspace members, or open it to anyone. Then assign roles so each person has the right level of access.
Managing your app users and their roles

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Setting your app visibility

App visibility controls who can open your app and whether they need to sign in. You choose the visibility level that matches your app’s purpose. 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 and select one of the following:
    • Private: Only invited people can open and use the app. Sign in is required.
    • Workspace: Everyone in your Base44 workspace can open and use the app. Sign in is required. This option appears only if your app belongs to a workspace.
    • Public: Anyone with the link can open the app. To require sign in, select Require login to access. For extra protection, click Run security scan.
Features that rely on user identity, such as profiles, aren’t available if login isn’t required.
Choosing your app visibility from your app's dashboard

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Choosing your users’ roles

Choose a role for each person when you invite them to your app. You can also update their role and change their access level at any time. By default, every app includes 2 roles:
  • Admin: Can manage users, settings, and permissions.
  • User: Can view and use the app.
Tip: You can create extra roles and fields if you need more control. For example, you can ask the AI chat to:
  • “Create a role called Data Manager that can edit datasets but cannot change app settings.”
  • “Add a field called app_role to the Users entity with values Admin, Staff, and Viewer.”
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.
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.
Sharing a link to your app
If you share a link with someone, but they do not have permissions to access your app, they will see a pop-up asking them to request access.

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Inviting people to your app

Invite people to your app by sending them an email invitation from your dashboard or from inside your app.
Notes:
  • If your app is set to Workspace visibility, all workspace members automatically have access and don’t need individual invites.
  • There are different invite permissions depending on your role:
    • Private application: Only admins can invite people and can choose whether the role is user or admin.
    • Public application: Admins can invite people and choose roles. People with the user role can invite other users.

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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.
Inviting people to your app from your dashboard

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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
Asking the AI chat to add the ability to invite users from inside your app

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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.
Changes you make while testing as a user are saved to that person’s data. To avoid affecting real data, we recommend you test with sample or dummy users whenever possible.

Why would you want to test your app as a user?

  • Realistic testing: Test the app exactly as a specific user or role sees it
  • Faster troubleshooting: Reproduce and debug user‑reported issues in their real context
  • Permission visibility: Quickly verify what each role/user can and cannot access
  • Access tuning: Decide if permissions/roles need to be updated based on real behavior
  • Flow validation: Run end‑to‑end checks (onboarding, key tasks, critical paths) before releases
  • Safe experimentation: Use fake/test users to safely test risky or destructive actions
  • Stronger support: Guide users more effectively by seeing their exact experience
  • UX insight: Build empathy and improve UX by viewing the app as different user types
To test your app as a user:
  1. Go to your app editor.
  2. Click Preview at the top.
  3. Click the More Actions icon at the top right.
  4. Select Act as a user.
Selecting "Act as a user" in the Base44 app editor.
  1. Click the drop-down next to You’re acting as and select the relevant user.
    Tip: The user’s role appears in parenthesis next to their email address.
  2. Preview and interact with the app as that user.
  3. Click Exit mode when you’re done testing as another user.
Using the "Act as a user" feature in Base44

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FAQs

Click below to learn more about managing access to your app.
Only users with the Admin role can access the Users dataset.
You can control who can access, read, write, or delete records in your app’s data entities by setting Row-Level Security (RLS) rules and permissions. Configure access for each entity to ensure data is only available to authorized users. Learn more about managing security settings.
Yes. Go to your app’s Dashboard → Users and click the Delete icon  next to the user you want to remove. Removing a user immediately revokes their access.
If your app’s visibility is set to Public (Require login), then anyone with the link can create an account and sign in.
By default, features connected to the ‘User’ entity are only available to admins. If you build a member-facing feature (such as a member profile page) using the ‘User’ entity, it works for admins but is not visible or accessible to regular members.To make your feature available to all members, or just to specific members, set up a custom entity for member data (for example, ‘MemberProfile’). Connect your features to this new entity instead of the default ‘User’ entity. This lets you decide exactly which members have access, so both admins and the members you choose can use your feature as expected.
To safely test user flows without affecting real user data, you need to add a test user directly to your app. Once the test user exists, you can use the “Act as a user” feature to impersonate them and preview their experience.To create a fake (test) user:
  1. Go to your app’s Dashboard.
  2. Click Users.
  3. Click Invite User to send an invitation, or register a new account using your app’s public signup page.
  4. Assign the desired role or permissions to the test user.
You can also ask the AI chat to create a test user.
After you create your test user, open your app, click the More Actions icon at the top, and select Act as a user. Then, choose your test user from the list to interact with your app as that user. Any actions taken will affect only the test user’s data, not your live user accounts.Use this method to safely check permissions, visibility rules, and user flows before rolling out changes to all users.