Nuclino User Management Guide

• Model type: role-based
• Description: Nuclino uses a two-tier role-based model: workspace-level roles (Workspace Admin, Member) and team-level roles (Team Admin, Member). Access to content is controlled by team membership. Individual item-level permissions are not available; access is granted at the team level.
• Custom roles: No
• Custom roles plan: Not documented
• Granularity: Team-level access control. No per-item or per-folder custom permission sets. Admins can make individual items or clusters public (view-only link sharing) but cannot assign granular per-user permissions on individual items.

1. Navigate to Workspace Settings → Members (https://app.nuclino.com/settings/members).
2. Click 'Invite members'.
3. Enter the email address(es) of the user(s) to invite.
4. Select the workspace role to assign (Admin or Member).
5. Click 'Send invite'. The invitee receives an email invitation to join the workspace.
6. Once accepted, optionally add the new member to specific teams via the Teams section.

Required fields: Email address of the invitee

Watch out for:

• Inviting a user immediately counts against the paid seat count on Standard and Premium plans once the invitation is accepted.
• On the Free plan, there is no published hard cap on members, but the 50-item and 2GB storage limits apply to the whole workspace.
• Users must accept the email invitation before they appear as active members; pending invitations may still consume a seat slot depending on billing cycle.
• New members do not automatically have access to any teams; team membership must be configured separately after the workspace invite is accepted.

• Can delete users: Yes
• Delete/deactivate behavior: Nuclino allows workspace admins to remove (permanently remove from the workspace) a member. There is no separate 'deactivate' or 'suspend' state documented; removal is the primary offboarding action. Content created by the removed user remains in the workspace.

1. Navigate to Workspace Settings → Members.
2. Locate the member to remove.
3. Click the options menu (three dots or similar) next to the member's name.
4. Select 'Remove from workspace'.
5. Confirm the removal. The user loses access immediately.

Watch out for:

• The last Workspace Admin cannot be removed; another admin must be promoted first.
• There is no 'deactivate' or 'suspend' option - removal is permanent from an access perspective, though content is retained.
• Removed users can be re-invited, which would consume a new seat.

• Where to check usage: Workspace Settings → Members (to see active member count); Workspace Settings → Billing (to see seat count and subscription details)
• How to identify unused seats: No built-in last-active or login-activity report is documented in the Nuclino help center. Admins must manually review the Members list and cross-reference activity; there is no automated unused-seat detection tool.
• Billing notes: Annual billing provides approximately 25% discount versus monthly. All invited and accepted members count as paid seats on Standard and Premium plans. Pending invitations' seat-counting behavior is not explicitly documented. No per-team or role-based seat differentiation - all members cost the same per-seat rate.

Nuclino has no SCIM provisioning and no native webhooks, so every user lifecycle event - onboarding, role change, offboarding - requires manual action in the Workspace Settings → Members console. There is no deactivate or suspend state; removal is the only offboarding action, and it is permanent from an access perspective.

New members must also be manually added to each relevant team after accepting a workspace invite, which compounds the overhead in larger organizations.

No last-login or activity report is available in the Nuclino UI. Identifying unused paid seats on Standard or Premium plans requires manually reviewing the Members list with no automated tooling to assist.

Admins consistently flag the absence of granular permission controls as a structural limitation - there is no way to restrict access below the team level.

The lack of a suspend or deactivate state is a recurring offboarding complaint, as is the requirement to manually add each new member to individual teams post-invite.

The absence of bulk CSV import for users is cited as a friction point during large-scale onboarding. No SCIM support means IdP-driven automation is not an option, leaving every provisioning and deprovisioning action as a manual step.

Common complaints:

• Users report that Nuclino lacks granular permission controls, with no ability to set per-item or per-folder access restrictions beyond team-level membership.
• Admins note the absence of a 'deactivate' or 'suspend' user state, meaning offboarding requires full removal with no temporary access restriction option.
• Users have noted there is no last-login or activity report available to identify inactive members consuming paid seats.
• Some users report that new members must be manually added to each team after accepting a workspace invite, which is time-consuming in larger organizations.
• The lack of CSV bulk import for users is cited as a friction point when onboarding large teams.
• No SCIM provisioning support means automated user lifecycle management via IdP is not available, requiring manual offboarding.

Nuclino fits teams that need a lightweight, fast wiki without complex permission requirements. The team-level access model is sufficient for most small-to-mid-size organizations, but it becomes a liability at scale when fine-grained content access or automated provisioning is required.

SSO via SAML (Okta, Entra ID, OneLogin) is available on the Premium plan, but it does not include automated provisioning - user accounts must still be managed manually. Teams requiring IdP-driven lifecycle management should weigh this gap carefully before committing to Nuclino at scale.

Bottom line

Nuclino delivers a clean, fast knowledge base experience, but its manual-only user lifecycle model creates real operational overhead as headcount grows.

Every app decision that touches access governance is affected by the absence of SCIM, the lack of a suspend state, and the absence of any activity reporting.

Teams with straightforward wiki needs and modest scale will find the manual workflows manageable; organizations with strict access review requirements or high employee turnover will feel the gap acutely.