Prismara AdminHow-to guide

Manage users and licences

Applies to Administrators
⏱ 10 min

As an administrator you control who can sign in to Prismara, which apps each person can open, and who can help you run Admin. A person can only open an app they hold a licence for.

Before you begin

You need the Global administrator or User administrator role to add, block or remove users. To assign licences you need Global administrator, User administrator or Licence administrator. Only a Global administrator can change admin roles. See Admin roles.
Sign in with Admin sign-in at https://admin.prismara.eu/login. See Sign in to Prismara.
If your organisation signs in with Microsoft Entra ID, new people may already appear in Users after they are created in Microsoft. You still assign their Prismara licences here.

Add a user

Select Users > Active users in the left navigation.
Select Add user.

Screenshot pendingThe Active users list in Admin with the Add user button highlighted
Enter the person’s First name, Last name and Work email, for example alex.muster@contoso.example.
Choose their Language. They can change this later.
Optionally, under Licences, select the apps they need now. You can also do this later.
Select Add and send invitation. The person receives an email with a link to set up their account. The invitation link expires after a limited time; you can resend it from the user’s page.

Assign or remove licences

Each app has its own licence. When you assign a licence, one is taken from the pool of available licences for that app. When you remove it, the licence goes back to the pool.

Select Users > Active users, then select the person’s name.
Select the Licences and apps tab.
Select the check box next to each app the person needs, for example Prismara Desk. Clear the check box to remove a licence.

Screenshot pendingThe Licences and apps tab for a user, with check boxes per app and the available licence count next to each one
Select Save changes. The app appears in the person’s app launcher and on their home page the next time they sign in or refresh.

The number next to each app shows how many licences are still available. If it shows 0, you need to free a licence or get more before you can assign it. See Troubleshoot Prismara Admin.

Within each app, the person’s role controls what they can do. Role names differ between apps; for example, Prismara SOC includes a read-only viewer role. Give each person the lowest role they need.

Change a user’s admin role

Admin roles control who can manage your organisation in Admin. Most people need no admin role.

Select Users > Active users, then select the person’s name.
Select the Account tab, then under Roles select Manage roles.
Select Admin centre access, then choose one or more roles, for example Helpdesk administrator. To take away admin access, select User (no admin centre access).

Screenshot pendingThe Manage roles panel with the list of admin roles and the User (no admin centre access) option
Select Save changes.

Block sign-in when someone should not be able to sign in for now, for example while you investigate a lost device. Their licences and data stay in place.

Select Users > Active users, then select the person’s name.
Select Block sign-in.
Turn on Block this user from signing in, then select Save changes.

The person is signed out of all Prismara apps within a few minutes. To let them back in, repeat the steps and turn the setting off.

Remove a user who leaves

Select Users > Active users, then select the person’s name.
Select Remove user.
Read the confirmation, then select Remove.

Screenshot pendingThe Remove user confirmation dialog, explaining that the user's licences return to the pool

The person is signed out of all Prismara apps and can no longer sign in. Their licences go back to the pool, ready to assign to someone else. Records they created, such as tickets or timesheets, stay in place.

Verify

Open Users > Active users and check the person’s status, the apps ticked on their Licences and apps tab and the roles on their Account tab. Changes can take a few minutes to reach every app; ask the person to sign out and sign in again if they don’t see them.