Managing users with email authentication

Overview

This article describes how to add, assign roles to, and remove users in Business Activity Monitoring (BAM) for a Turbo360 account using email authentication. Users are invited by email and activate their accounts via a time-limited activation link before they can access the module.

Business value

Email-based user management allows organizations to grant Business Activity Monitoring access to internal users and external contractors without requiring Microsoft Entra ID integration. Access can be scoped to specific Business Processes, giving administrators precise control over what each user can see and do.

Prerequisites

Required permissions

You must hold the Account owner or Owner role to add, update, or remove users in Business Activity Monitoring.

How it works

When you add a new user by email, Turbo360 sends an activation link to that address. The user must click the link within 3 days to activate their account. Once activated, the role you assigned takes effect immediately.

Users already in the Turbo360 directory (members of other modules or with no current module assignment) can be added without a new invitation via the Existing user tab.

Role assignments can be applied in two ways:

• Direct role assignment — a single role applied to the entire module. A user with a direct Reader role, for example, has read access to all Business Processes in the module.
• Specified access — different roles assigned to different Business Processes or Business Process groups. Use this when a user should access only a subset of Business Processes. For example, a contractor can be given Contributor access to the Development Business Process only, with no access to Production.

Steps

Use the following steps to manage users in Business Activity Monitoring. Navigate to Business Activity Monitoring > User management to get started.

Add a user

Adding a user sends an email invitation and assigns the user a role before they activate their account.

1. Go to the Users tab in the User management section.
2. Click Add user.
3. Enter the user's name and email address.
4. Assign a role — either as a direct role for the entire module, or as specified access scoped to one or more Business Processes.
5. Click Add.

An activation email is sent to the user. The link is valid for 3 days. If it expires, resend the activation email from the Users tab.

Assigning a direct role grants the user that role across all Business Processes in the module.

Specified access restricts the user to only the Business Processes you select, with a distinct role per Business Process. When assigning specified access, the selection panel lists Business Processes from all groups — both Data Queries and Custom Logging — in a single unified view. You can grant or revoke access and assign roles independently per Business Process, regardless of model type.

Users who already exist in the Turbo360 directory appear in the Existing user tab.

Update a user's permissions

Updating permissions lets you change a user's role assignment, switch between direct and specified access, or adjust their scope.

1. Go to the Users tab in the User management section.
2. Click the Edit permission icon next to the user.
3. Update the role — either at a specified level or as a direct role.
4. Click Update.

To update permissions for multiple users at once:

1. Select the users whose permissions you want to update.
2. Click Edit permission at the top of the list.
3. Assign a role — either at a specified level or as a direct role.
4. Click Update.

The selected role is applied to all chosen users.

View and manage user access at a specified level

Viewing access at the Business Process level lets you see which users have access to a particular group or Business Process and revoke direct access where needed.

1. Click the Context menu ( ⋮ ) next to the Business Process group or Business Process in the tree view.
2. Select Users.

Remove a user

Removing a user revokes their access to Business Activity Monitoring. The user remains in the Turbo360 directory and can be re-added at any time.

To remove a single user:

1. Click the Remove user icon next to the user in the Users tab.

To remove multiple users at once:

1. Select the users you want to remove.
2. Click Remove above the users list.

Troubleshooting

1. The activation email was not received by the invited user.
   Cause: The email may have been filtered as spam, or the address entered was incorrect.
   Fix: Ask the user to check their spam folder. If the address was correct, resend the activation email from the Users tab in User management.

2. The activation link has expired before the user clicked it.
   Cause: Activation links are valid for 3 days only.
   Fix: Resend the activation email from the Users tab. The previous link is invalidated and a new 3-day link is issued.

3. A user is not listed in the Add user dialog.
   Cause: The user may already be in the Turbo360 directory from another module.
   Fix: Switch to the Existing user tab in the Add user dialog to locate and add the user without sending a new invitation.

4. Bulk permission update applied the wrong role to some users.
   Cause: Bulk edit applies a single role selection to all selected users simultaneously, overwriting any existing individual assignments.
   Fix: Review each affected user individually using the Edit permission icon and reassign the correct role.

5. A removed user still appears in the Users list.
   Cause: The page may not have refreshed after the removal action.
   Fix: Refresh the User management page. If the user still appears, verify the removal was saved by checking for a confirmation message.

Related articles

• BAM quick start
• Roles and permissions in Business Activity Monitoring
• Managing users with Microsoft Entra ID