---
title: "Create or edit a user"
description: "Find a login in the Users grid, create a new one or edit it — username and password, contact details, Active, Role, Internal notes, the API key and the AI assistant monthly limit — and what the save sends the user."
type: "howto"
audience: [network-manager]
keywords: [users, create user, add user, edit user, role, activate, deactivate, API key, generate api key, password, internal notes, AI assistant monthly limit, activation email]
ui_path: "Account → Users"
---

Fetch the complete documentation index at: https://epom.com/ad-server/docs/llms.txt. Use this file to discover all available pages before exploring further. Append .md to any documentation page URL to get its markdown version.

# Create or edit a user

The **Users** grid lists every login of your network; **Add** and **Edit** open the same form —
login information, personal information and the **Additional information** section with the
role, the status, the API key and the AI assistant cap. A new user never receives a password: the
activation e-mail carries a single-use link to set their own. Notes for the user and switching
into an account are on [Leave notes for a user and switch into their account](https://epom.com/ad-server/docs/guides/collaboration/account-users-notes-and-switch.md);
the overview is on [Manage network users](https://epom.com/ad-server/docs/guides/collaboration/account-users.md).

**Example.** Northwind Media signs a new publisher, *dailynews.example*. The network manager
clicks **Add**, enters username `dailynews`, the editor's e-mail, role **Publisher**, leaves
**Active** ticked and saves. The platform mails the editor a single-use link to set their own
password; the manager never learns it.

## Typical scenarios

| You want | Do | Where |
|---|---|---|
| A login for a new publisher or advertiser who sets their own password | **Add** → username, e-mail, role, **Active** ticked → **Save**; the activation e-mail carries the set-password link | **Account → Users** |
| A colleague's access to end today, without losing their history | **Edit** → untick **Active** → **Save**; they cannot sign in and nobody can switch into them | User edit form, **Additional information** |
| A note only your team sees | **Internal notes** field on the form (the user never sees it) | User edit form, **Additional information** |
| Cap one heavy AI assistant user at $5 a month while the network default is $20 | **AI assistant monthly limit per user, $** = 5 → **Save** (needs the **Ad Server Fees** permission) | User edit form, **Additional information** |
| Give an integrator a REST key | **Edit** → **Generate** next to **API key** (takes effect at once, no Save) | User edit form; needs **API Key Access** on your role |

## Step by step

### Find and manage existing users

1. Go to **Account → Users**. The tab shows only to roles with the **User Management UI**
   permission.
2. Filter the grid: *Search* by username or e-mail, narrow by *Role* (*All roles*), tick
   *Show active* to hide deactivated accounts. *Show referrals* (only with the referral program)
   narrows the grid to users who have referred clients. The grid shows Username, E-mail, First
   name, Last name, Role, Status, Referer, Referred users (referral program only) and Date
   created; click a header to sort.
3. Tick a row. The toolbar buttons light up according to what you may do with that user:
   - **Edit** — opens the form (double-clicking an editable row does the same).
   - **Switch** — signs you in *as* that user and lands you on their account area. Only offered
     for active users you're allowed to access.
   - **Delete** — removes the account after a confirm (*Delete record?*). Disabled for your own
     account and for users you may not remove.

   ![Network users grid](https://epom.com/docs-images/ad-server/account-users/users-grid.webp)

### Create or edit a user

1. Click **Add** (the page reads *Add user*) or **Edit** on a ticked row (*Edit user*).
2. Fill **Login information**: **Username** (required, up to 64 characters, unique) and the
   password. On create the password is required and the field shows what you type. On edit it is
   hidden behind a **Change password** button, which reveals **New password** with a cancel
   button — leave it untouched to keep the current password.
3. Fill **Personal information**: first/last name, **E-mail** (required, up to 64 characters),
   phone, country, state/province, company, website URL.
4. Fill **Additional information**:
   - **Active** — untick to deactivate the account without deleting it.
   - **Role** (required) — the role the user gets, which decides what they can reach. The list
     offers only roles your own role may create users in; an administrator role is never offered.
   - **Referer** and **Referral ID** — referral bookkeeping fields.
   - **Internal notes** — free text your team sees and the user never does (labelled *Comments*
     before release 155). Messages the user sends through the contact form are added here
     automatically. Notes meant for the user go in the **Notes for the user** panel below the form.
   - **API key** — read-only; **Generate** replaces the key at once. Shown only when your role
     holds **API Key Access**.
   - **AI assistant monthly limit per user, $** — shown when the AI assistant is offered on the
     network; the hint under it names what an empty value falls back to (the network limit, or the
     platform default on the platform's key). Editable only with the **Ad Server Fees**
     permission; otherwise read-only. A read-only **Limit the user set on their own key, $** shows
     beside it when the user runs on their own Anthropic key — see
     [Set monthly limits](https://epom.com/ad-server/docs/guides/collaboration/ai-assistant.md#set-monthly-limits).
   - **Receive newsletters** / **Receive notifications by email** — e-mail subscriptions.
   - **Created** — a required date, today on a new user. It is a normal field: you can change it.

   ![User edit form with the Additional information section: Active, Role, Referer, Internal notes, the API key row with Generate, the AI assistant monthly limit and the e-mail switches](https://epom.com/docs-images/ad-server/account-users/user-edit-form.webp)

5. Click **Save**. The toast reads *Record successfully processed.* On success you stay on the
   form; a newly created user gets its own edit URL so further saves update it. When the account
   becomes active — including when you create it with *Active* ticked — the platform sends the
   user the activation e-mail with a single-use link for setting their own password; the password
   is never mailed.

## Caveats and exceptions

- **Manage Preferences on your own role.** Without it, an existing user's password, e-mail,
  phone, country, state, company and website URL are read-only and *Change password* is greyed
  out. A save that would change one of them anyway is refused with an error on that field —
  nothing is dropped silently. Creating a user needs the grant too, since a new login has no
  e-mail or password to keep: without it, **Save** on a new user is refused with *Creating a user
  requires the Manage Preferences permission.* Settings the form does not show, such as the user's
  interface mode and analytics view, are never touched by a save.
- **Password rules.** 8–64 characters, must not begin or end with a space and must not be among
  the widely used passwords; the "must not contain the username or e-mail" rule is not applied on
  this form (it applies when users change their own password). Epom can tighten the limits for
  your network. Setting a password here does not send the user the *password changed* notice and
  does not end their open sessions — both happen only when users change their own password or use
  a reset link.
- **Deactivated users** cannot sign in and cannot be switched into; their row reads *Inactive*.
- **Visibility and manageability are separate rights.** Rows you cannot manage still appear in
  the grid. A save is accepted only for a role your role may create users in, and re-saving a user
  whose current role you may not hand out is refused.
- **Generate takes effect at once** — the key is minted on the server and the old one stops
  working immediately, with no **Save** needed. It needs an existing user: on a new one, save
  first.
- **Internal notes are not fully private.** The user's console never shows the field and the AI
  assistant is never shown it, but the account's own API integrations can still read and
  overwrite it, so do not write anything in it you would not show the user.
The caveats that apply to the whole page — who sees the tab, statistic accounts, the login IP
whitelist, per-role notes — are on [Manage network users](https://epom.com/ad-server/docs/guides/collaboration/account-users.md#caveats-and-exceptions).

## Not working?

| Symptom | Cause | Check |
|---|---|---|
| **Edit** / **Delete** stay grey for a ticked row | Your role cannot manage that user's role — not a bug | Which roles your role may create users in ([Users and roles](https://epom.com/ad-server/docs/guides/admin/users-and-roles.md)) |
| **Delete** is grey on my own row | You cannot delete yourself | — |
| *Creating a user requires the Manage Preferences permission.* | Your role lacks **Manage Preferences** | Ask the administrator to enable it on your role |
| Password / e-mail / phone fields are read-only on an existing user | Same cause: **Manage Preferences** missing on your role | Same |
| Save refused with an error on the **Role** field | The role is one your role may not hand out (also when re-saving a user who already has it) | Pick a role from the list, or ask the administrator |
| Save refused on the password | Shorter than 8 or longer than 64 characters, leading/trailing space, or a widely used password | Retype it |
| The new user says they got no password | Passwords are never mailed; the activation e-mail carries a set-password link | Their inbox and spam for the activation e-mail; outbound mail set up for the network ([Notifications & outbound mail](https://epom.com/ad-server/docs/guides/admin/notifications-and-mail.md)) |
| No **API key** row on the form | Your role lacks **API Key Access** | Administrator grants it on your role |
| **Generate** does nothing on a new user | The key needs an existing user | **Save** first, then **Generate** |
| **AI assistant monthly limit** is read-only | Your role lacks **Ad Server Fees** (or the assistant is not offered on the network, in which case the field is absent) | [Set monthly limits](https://epom.com/ad-server/docs/guides/collaboration/ai-assistant.md#set-monthly-limits) |
| *Payment details can be changed only on your own account or on a user whose role you may manage.* | The user's role is outside what you may assign | Same bar as editing the user |

The rest of the list — the missing tab, notes, Switch and Exit user — is on
[Manage network users](https://epom.com/ad-server/docs/guides/collaboration/account-users.md#not-working).

## Reference

Every form field, the per-user panels and the permissions are in the hub's
[Reference](https://epom.com/ad-server/docs/guides/collaboration/account-users.md#reference); the search and create-and-share calls in
[Over the API](https://epom.com/ad-server/docs/guides/collaboration/account-users.md#over-the-api).

## Related

- [Manage network users](https://epom.com/ad-server/docs/guides/collaboration/account-users.md)
- [Leave notes for a user and switch into their account](https://epom.com/ad-server/docs/guides/collaboration/account-users-notes-and-switch.md)
- [Users and roles](https://epom.com/ad-server/docs/guides/admin/users-and-roles.md)
- [Share sites and advertisers with users](https://epom.com/ad-server/docs/guides/collaboration/shares.md)
- [Set monthly limits for the AI assistant](https://epom.com/ad-server/docs/guides/collaboration/ai-assistant.md#set-monthly-limits)