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Managing access to your app

Choose who can access and use your Base44 app. You can keep your app invite-only, limit access to workspace members, or open it to anyone. Assign roles to give each person the right level of access. By default, every app includes two roles:
  • Admin: Can manage users, settings, and permissions.
  • User: Can view and use the app.
You can create additional custom roles using AI chat prompts.Example: “Create a role called Data Manager that can edit datasets but can’t change app settings or manage users.”

You can also add custom fields to roles.Example: “Add a field called app_role to the Users entity and include [list of desired roles].”

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Setting your app privacy

Control how people access your app by choosing the right visibility option. To set your app privacy:
  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 users can sign in (login required).
    • Workspace: Everyone in your workspace can sign in (login required). This option appears only if your app is part of a Base44 workspace.
    • Public: Anyone can access your app. To require sign in, select Require login to access. For added security, click Run Security Scan.
Features that rely on user identity, such as profiles, aren’t available if login isn’t required.

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Sharing your app

Invite people to your app or share the link directly. To share your app:
  1. Go to your app’s Dashboard.
  2. Click Overview.
  3. In the Invite Users section, choose how to share your app:
    • Copy Link: Share your app link with others.
    • Send Invites: Enter an email address and assign a role in the Access level drop-down.
  4. Click Send Invitation.
If your app is set to Workspace visibility, all workspace members automatically have access and don’t need individual invites.

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Managing user access

After inviting people to your app, you can change their access level at any time. To update a user’s role:
  1. Go to your app’s Dashboard.
  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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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.

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

Testing your app as a user 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.