Adding and Removing Users in Prismic

Prismic provides team collaboration features that allow you to invite users to your repository and manage their access. This guide covers inviting users, managing permissions, and removing team members.

Prerequisites

• Have Owner or Administrator role in Prismic repository
• Have access to Prismic Dashboard
• Know the email addresses of users to invite

Adding Users to Prismic

Step 1: Access Settings

1. Log in to Prismic Dashboard
2. Select your repository
3. Click Settings (gear icon) in left sidebar
4. Navigate to Users & API → Users

Step 2: Invite New User

1. Click Invite a user button
2. Enter collaborator's email address
3. Select role from dropdown:
   • Administrator
   • Writer
   • Guest (read-only, Prismic Legacy plans only)
4. Click Send invitation

Step 3: User Accepts Invitation

The invited user will:

1. Receive email invitation from Prismic
2. Click Accept Invitation link in email
3. Create Prismic account (if new user) or log in
4. Gain access to repository with assigned role

Inviting Multiple Users

To invite multiple users at once:

1. Go to Settings → Users & API → Users
2. Click Invite a user
3. Enter first email and select role
4. Click Send invitation
5. Repeat for additional users

Note: Prismic doesn't currently support bulk CSV import for invitations.

Managing Existing Users

View Current Users

1. Navigate to Settings → Users & API → Users
2. View list of all users with:
   • Name/Email
   • Role (Administrator, Writer, Guest)
   • Status (Active, Pending Invitation)
   • Last active date

Change User Role

To modify a user's permissions:

1. Go to Settings → Users & API → Users
2. Find the user in the list
3. Click the role dropdown next to their name
4. Select new role:
   • Administrator - Full repository access
   • Writer - Create and edit content
   • Guest - Read-only access (Legacy plans)
5. Changes apply immediately

Note: You cannot change the Owner's role. Ownership must be transferred separately.

Removing Users from Prismic

Remove a User

1. Navigate to Settings → Users & API → Users
2. Find the user to remove
3. Click Remove button (trash icon) next to their name
4. Confirm removal in popup dialog
5. User immediately loses access to repository

Effects of removal:

• User cannot access repository
• User's published content remains in repository
• User's drafts remain in repository
• Cannot be undone (must re-invite if needed)

Remove Pending Invitation

For invitations not yet accepted:

1. Go to Settings → Users & API → Users
2. Find pending invitation (shows "Pending" status)
3. Click Cancel invitation button
4. Invitation link becomes invalid

Special Cases

Transferring Repository Ownership

To transfer ownership to another user:

1. Current Owner logs in to Prismic
2. Navigate to Settings → Users & API → Users
3. Find the user to become new Owner
4. Click Transfer ownership (typically under user options)
5. Confirm transfer

Important:

• Only the Owner can transfer ownership
• Previous Owner becomes Administrator after transfer
• Cannot be undone
• New Owner gains full billing and deletion rights

Best Practice: Ensure new Owner accepts before transferring, as this gives them complete control.

Removing Yourself

If you're an Administrator (not Owner):

1. Navigate to Settings → Users & API → Users
2. Find your own name in list
3. Click Leave repository
4. Confirm action

Note: Owners cannot remove themselves; ownership must be transferred first.

User Limits by Plan

Prismic Plans and User Limits

Prismic offers unlimited users on all plans. Roles and features may vary.

Collaboration Best Practices

Role Assignment Strategy

Assign Administrator to:

• Technical leads managing integrations
• Senior content managers
• Team members needing full repository control

Assign Writer to:

• Content creators and editors
• Marketing team members
• Freelance writers with trusted access

Assign Guest (if available) to:

• Stakeholders needing read-only access
• External reviewers
• New team members during onboarding

Security Recommendations

1. Principle of Least Privilege

   • Grant minimum role needed for job function
   • Regularly review user roles quarterly

2. Offboarding Process

   • Remove users immediately upon departure
   • Document removal in team notes

3. Periodic Audits

   • Monthly review of active users
   • Remove inactive users (6+ months)
   • Verify roles match current responsibilities

4. Use Strong Passwords

   • Require team to use password managers
   • Enable two-factor authentication when available

5. Separate Staging/Production

   • Use different repositories for staging and production
   • Limit production access to essential users

Troubleshooting

Issue: Invitation Email Not Received

Possible Causes:

• Email in spam/junk folder
• Typo in email address
• Corporate email filter blocking

Solution:

1. Ask recipient to check spam folder
2. Verify email address spelling
3. Re-send invitation
4. Try alternative email address
5. Contact IT if corporate email blocks Prismic

Issue: Cannot Remove User

Possible Causes:

• Insufficient permissions (not Owner or Admin)
• User is the Owner (cannot be removed)
• Browser cache issue

Solution:

1. Verify you have Administrator role
2. Transfer ownership if you're trying to remove Owner
3. Clear browser cache and retry
4. Try in different browser

Issue: User Has Access After Removal

Possible Causes:

• Browser cache
• Session still active
• Removed from wrong repository

Solution:

1. User should log out and log back in
2. Clear browser cache/cookies
3. Verify removal in correct repository
4. Wait 5-10 minutes for changes to propagate

Issue: Pending Invitation Stuck

Possible Causes:

• User hasn't checked email
• Invitation expired (typically 7 days)

Solution:

1. Cancel pending invitation
2. Re-send new invitation
3. Verify email address is correct
4. Contact user directly to accept promptly

API Access Management

Creating API Tokens

Users with technical needs may require API access:

1. Navigate to Settings → Users & API → Permanent access tokens
2. Click Create a token
3. Enter token name (e.g., "Production Website")
4. Select access level:
   • Access to master (read/write to published content)
   • Access to master + releases (read/write to all releases)
5. Click Add this application
6. Copy token immediately (won't be shown again)

Security Note: Treat API tokens like passwords. Store securely and rotate regularly.

Removing API Tokens

1. Go to Settings → Users & API → Permanent access tokens
2. Find token to revoke
3. Click Delete button
4. Confirm deletion
5. Token immediately invalid

Next Steps

• Understand Prismic Roles and Permissions
• Set up GA4 for Prismic
• Configure GTM for Prismic

Related Resources

• Prismic User Management Documentation
• Prismic Collaboration Features
• Prismic Security Best Practices