Summary and recommendation
Scribe user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Scribe is a documentation-automation tool that lets teams capture, create, and share step-by-step process guides.
User management lives at app.scribehow.com → Settings → Members and is role-based: Admin, Member, and Viewer.
SSO and SCIM are gated behind the Enterprise Grid module, so every app provisioning workflow below that tier is fully manual.
Quick facts
| Admin console path | App header → Team name dropdown → Settings → Members |
| Admin console URL | Official docs |
| SCIM available | Yes |
| SCIM tier required | Enterprise |
| SSO prerequisite | Yes |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Invite and remove members, change member roles, manage billing, configure SSO/SCIM, manage team settings, create and edit Scribes, share content. | Team or Enterprise (Admin role only available on paid team plans) | Counts as a paid seat | Only Admins can manage SSO and SCIM settings; these features are restricted to Enterprise plan. | |
| Member | Create, edit, and share Scribes; collaborate on team content. | Cannot manage billing, invite/remove other members, or change team settings. | Team or Enterprise | Counts as a paid seat | |
| Viewer | View and use shared Scribes; cannot create or edit content. | Cannot create, edit, or share Scribes; cannot access admin settings. | Enterprise (free Viewer seats reported on Enterprise; not available on Team plan) | Free Viewer seats available on Enterprise; not a paid creator seat | Viewer seat availability and cost on non-Enterprise plans is not explicitly documented; verify with Scribe sales. |
Permission model
- Model type: role-based
- Description: Scribe uses a fixed set of roles (Admin, Member, Viewer) assigned per team member. There are no custom role definitions or granular permission toggles documented in official help content.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level only; no per-feature or per-folder permission overrides documented.
How to add users
- Navigate to app.scribehow.com and sign in as Admin.
- Open the team name dropdown in the top navigation and select 'Settings'.
- Go to the 'Members' tab.
- Click 'Invite Members'.
- Enter the email address(es) of the user(s) to invite.
- Select the role to assign (Admin or Member).
- Click 'Send Invite'. Invitees receive an email to accept and join the team.
Required fields: Email address, Role (Admin or Member)
Watch out for:
- Invitees must accept the email invitation before they appear as active members.
- Seats are consumed upon invitation acceptance; check seat availability before bulk inviting.
- Domain-based auto-join is not documented as a self-serve feature outside of Enterprise SSO enforcement.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | No | Not documented |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | Yes | Enterprise |
How to remove or deactivate users
- Can delete users: Unknown
- Delete/deactivate behavior: Official Scribe help documentation describes removing a member from the team (which revokes access and frees the seat) but does not explicitly distinguish between a 'deactivate' state and a permanent 'delete' of the user account. The exact data-retention behavior post-removal is not fully documented in publicly available help content.
- Navigate to app.scribehow.com and sign in as Admin.
- Open team Settings → Members tab.
- Locate the member to remove.
- Click the options menu (⋯) next to the member's name.
- Select 'Remove from team'.
- Confirm the action in the dialog.
| Data impact | Behavior |
|---|---|
| Owned records | Scribes created by the removed member remain in the team workspace; they are not deleted when the member is removed. |
| Shared content | Shared Scribes and Pages the user contributed to remain accessible to other team members. |
| Integrations | Not explicitly documented; any personal integration tokens or extension connections tied to the removed user may become inactive. |
| License freed | Removing a member frees the paid seat, making it available for a new invite. |
Watch out for:
- Content owned by a removed member stays in the workspace but may lack an active owner; reassign ownership before removal if needed.
- SCIM-provisioned users deprovisioned via IdP are removed from the team automatically on Enterprise; manual removal is separate from SCIM deprovisioning.
- Removed users can be re-invited; whether prior content ownership is restored is not documented.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Free | Single user, limited Scribes, basic sharing. No team features. | $0 |
| Pro | Individual paid plan with unlimited Scribes, advanced capture, and sharing features. | $12–$23/user/month (billed annually vs. monthly; exact current price subject to change) |
| Team (Creator seat) | Team workspace, collaboration, Admin/Member roles, team folders, minimum 5 seats. | $15/seat/month (minimum 5 seats = $75/month reported; verify current pricing with Scribe) |
| Enterprise (Creator seat) | All Team features plus SSO, SCIM, IP whitelisting, AI PII redaction, advanced admin controls, Viewer seats. | Custom pricing (~$39/user/month + ~$1,300/month base reported; contact Scribe sales) |
| Enterprise (Viewer seat) | View-only access to Scribes; no creation or editing. | Included in Enterprise plan (no additional per-seat charge reported; verify with Scribe sales) |
- Where to check usage: app.scribehow.com → Settings → Members (shows active member count and seat usage)
- How to identify unused seats: No automated 'last active' or usage report is documented in official help content for identifying inactive seats. Admins must manually review the Members list.
- Billing notes: Team plan requires a minimum of 5 paid seats. Enterprise pricing is custom and requires contacting Scribe sales. Pricing figures above are based on reported data and may not reflect current rates; confirm with scribehow.com/pricing or sales.
The cost of manual management
Scribe offers no CSV bulk-import for users; every invite must be sent one at a time through the admin UI. The Members tab shows active seat counts but provides no last-login or usage-activity data, so identifying unused seats requires a manual audit of the list.
On Team and lower plans, there is no programmatic alternative - every app access change is a hands-on admin task.
Enterprise pricing is reported at roughly $18k+/year with a custom per-user rate, which puts SCIM automation out of reach for smaller teams. Viewer seat availability on non-Enterprise plans is not explicitly documented; confirm with Scribe sales before planning a large rollout.
What IT admins are saying
Community evidence is not specific enough to quote or summarize yet for this app.
The decision
Choose manual provisioning if your team is on the Free, Pro, or Team plan - SCIM is not available at those tiers, and the invite flow is straightforward for teams under roughly 50 users.
Move to Enterprise and configure SCIM via your IdP when headcount or compliance requirements make manual onboarding and offboarding a meaningful operational risk.
Before committing to Enterprise, verify current pricing directly with Scribe sales; reported figures may not reflect current rates. Also confirm Viewer seat costs and group-provisioning scope with Scribe support before designing your IdP assignment model.
Bottom line
Scribe's manual user management is functional but limited: three fixed roles, no bulk import, and no usage analytics make it workable for small teams and a liability at scale.
Every app access change below Enterprise is a manual admin action, and the Enterprise tier's pricing floor means the automation payoff needs to be weighed carefully against cost.
If your IdP is Okta, Entra ID, or OneLogin and you are on Enterprise, SCIM is the right path - but expect a support-assisted setup rather than a self-service one.
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