Summary and recommendation
UserGuiding 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.
UserGuiding is a user onboarding platform that lets teams build in-app guides, checklists, and surveys without engineering involvement.
Internal team access is managed from Settings → Team Members at panel.userguiding.com/settings/team.
Because there is no native SCIM, every app lifecycle event new hire, role change, departure
requires a manual trip into the panel, and the platform uses a fixed two-role model (Admin and Member) with no documented custom or granular permission options.
Quick facts
| Admin console path | Settings → Team Members |
| Admin console URL | Official docs |
| SCIM available | No |
| SCIM tier required | Corporate |
| SSO prerequisite | Yes |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Admin | Full access to all features: create/edit/publish guides, manage team members, manage billing, access all settings and integrations. | All paid plans | Included in plan subscription; UserGuiding does not publicly document per-seat pricing for team members - pricing is MAU-based. | The account owner/first Admin cannot be removed without transferring ownership. Number of team member seats allowed may vary by plan but is not explicitly published per tier. | |
| Member (Editor) | Can create, edit, and publish guides and other content. Cannot manage billing or invite/remove other team members. | Cannot access billing settings, cannot manage team member roles, cannot delete the account. | All paid plans | Included in plan subscription; no separately documented per-seat fee. | Exact permission boundaries between Admin and Member are not exhaustively documented in public help articles beyond billing/team management restrictions. |
Permission model
- Model type: role-based
- Description: UserGuiding uses a simple two-role model: Admin and Member. Admins have full platform access including billing and team management. Members have content creation and editing access but cannot manage team or billing settings. No custom roles or granular permission sets are documented.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Coarse - two fixed roles only; no documented ability to customize individual permissions.
How to add users
- Log in to the UserGuiding panel.
- Navigate to Settings → Team Members.
- Click the 'Invite Member' or equivalent invite button.
- Enter the invitee's email address.
- Select the role (Admin or Member).
- Send the invitation. The invitee receives an email to accept and set up their account.
Required fields: Email address, Role selection (Admin or Member)
Watch out for:
- Invitations are email-based; the invitee must accept via email before gaining access.
- No documented bulk invite or CSV import for team members.
- The number of team member seats available per plan is not explicitly published; limits may apply depending on plan tier.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | No | Not documented |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | No | Not documented |
How to remove or deactivate users
- Can delete users: Unknown
- Delete/deactivate behavior: UserGuiding's public help documentation does not explicitly distinguish between deactivating and deleting a team member, nor does it detail what happens to content owned by a removed member. The remove/delete action is available from the Team Members settings page, but the exact behavior (soft delete vs. hard delete, data retention) is not publicly documented.
- Navigate to Settings → Team Members.
- Locate the team member to remove.
- Select the option to remove or delete the member (exact label not confirmed in public docs).
- Confirm the action.
| Data impact | Behavior |
|---|---|
| Owned records | Not documented |
| Shared content | Not documented |
| Integrations | Not documented |
| License freed | Not documented |
Watch out for:
- Official documentation does not explicitly state whether removing a team member deletes or retains their created content.
- The account owner cannot be removed without transferring ownership first.
- No documented restoration process for removed team members.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| MAU (Monthly Active User) | End-users tracked by UserGuiding's onboarding/guide system. Pricing scales with MAU count per plan tier. | Basic: $69/month (2,500 MAU, billed annually); Professional: $299/month (20,000 MAU, billed annually); Corporate: $499+/month (custom MAU, billed annually). |
| Team Member Seat (internal) | Internal users (Admins/Members) who log in to the UserGuiding panel to create and manage content. | Included in plan subscription; no separately published per-seat fee for team members. |
- Where to check usage: Settings → Team Members (for internal seats); Analytics or Dashboard section for MAU consumption tracking.
- How to identify unused seats: Not documented
- Billing notes: UserGuiding pricing is primarily MAU-based, not seat-based. Team member seats for internal users are included in the subscription but the exact seat limit per plan is not publicly documented. MAU overages or plan upgrades are managed through the billing/settings section. EU server hosting is included on Professional and Corporate plans; it is an add-on for Basic.
The cost of manual management
Offboarding a departing employee means navigating to Settings → Team Members, locating the user, and removing them by hand - no bulk action or CSV import is documented to speed this up.
Official documentation does not confirm whether removed members' content is retained or deleted, and there is no published restoration path if a removal needs to be reversed. Without automation, every app that touches your onboarding stack compounds this overhead at each joiner/mover/leaver event.
What IT admins are saying
Community evidence is not specific enough to quote or summarize yet for this app.
The decision
UserGuiding fits teams that need lightweight, no-code onboarding tooling and can absorb manual provisioning overhead at their current headcount. The two-role permission model is sufficient for small content teams but will feel restrictive for organizations that need scoped access across departments.
For IT and security teams running structured joiner/mover/leaver processes across every app, the absence of SCIM, undocumented seat limits on lower tiers, and the Corporate-tier gate on SSO are concrete blockers to evaluate before committing.
Bottom line
UserGuiding delivers a focused onboarding authoring experience, but its access management story is thin: two fixed roles, no SCIM, no bulk provisioning, and limited public documentation on what actually happens to content when a team member is removed.
For small teams with stable headcount, the manual overhead is manageable. For organizations running structured lifecycle processes across every app, the gaps in provisioning documentation and the Corporate-tier SSO requirement are meaningful friction points that should factor into the procurement decision.
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