Web Users
Web Users typically play a management role in a project, often overseeing data being collected by Mobile Workers. Web users have accounts which allow them to access the CommCareHQ website, where they can build and change applications, manage users and settings, and view data.
Web User Roles & Permisions
For an overview about Web User Roles and Permissions, please visit Roles and Permissions Overview
Add a Web User
Only admins or users with permission to manage web users, can invite new web users to the project and configure their roles and permissions.
Select the “Users” menu from the navigation bar → “Web Users”.
Click on “Invite Web User” button and enter a valid email address.
Assign the permissions for this web user using the Role drop-down.
By default, the new web user has Admin access to the project space, meaning they have access to everything in the project space. Choose a different role to restrict access to certain features. You can also create your own roles or edit default roles if the project is on a Standard software plan or higher. Below is the screenshot of how this can be done.
If you have profiles, custom user fields, and locations configured you can assign them to the user you are inviting
Click on 'Send Invite'.
To update a pending invitation before it’s accepted, click the ‘Edit’ button next to the invitation you want to modify. You can change all fields from the original invitation except the email address. To update the email, you’ll need to delete the existing invitation and create a new one.
Web User Accepts Invitation
As an existing Web User on CommCare, you can accept an invitation to join a project by following one of the workflows below:
Click on the Accept Invitation link you received in your email
Or within CommCare, click on the CommCare logo (top left hand corner of your screen)
, then click on the ‘Accept’ button
Inviting New Web Users To CommCare
New Web Users (who do not yet have an account on CommCare) will have to log into their email, click the link to accept the invitation, and create an account within 30 days to have access to the platform.
Upon clicking on the link, you will be directed to the CommCareHQ website for your project.
You will be prompted to set up an account on CommCareHQ.
Enter your first name, last name, email address (which you will use to log in), password and agree to the terms of service. Click on the ‘Create Account’ button before proceeding.
A success message will appear in a green bar to confirm that your user account has been created. Now you can login with your email address.
To open the CommCare HQ project in the future, you need not go back to the invitation email. The link provided in the invitation email is only valid once. You can go back to your project by logging into www.commcarehq.org:
If you have more than one project, you can choose which project using the dropdown in the upper right corner. If your invitation has expired, please request to be invited again.
What happens if a Web User doesn’t accept their invitation?
There are a few things that you can look into if your Web User doesn’t accept an invitation. Read more below.
If an invitation goes unaccepted, it could possibly be because the Web User didn’t accept it, their email bounced, or an invitation expires.
Email Bounce
If any of these invitation emails bounce, this will show in the invite list with a status of "Undeliverable". If a user's address bounces 3 times, this email address will be blocked in our system and will no longer receive emails from CommCareHQ. You will see a red "Undeliverable" label next to that email address. You can contact support@dimagi.com if you believe this is in error or if the receiving email address has been fixed.
Email Expires
If the invitation expires, or if you need to resend the invitation email, you can do this form the Web User page under Pending Invitations. Only admin users, or those with the ability to edit web users, have the ability to resend or delete pending invitations.
Deactivating and Removing a Web User
There are two ways to revoke a web user’s access to a project space: deactivating their domain membership and removing it.
Deactivation is temporary and reversible. It disables a user’s access without deleting any of their data, such as case assignments or submissions. Deactivated users still appear in filters and reports.
Removing a user is permanent. This action deletes their case assignments and other associated information. It cannot be undone.
You cannot remove or deactivate your own web user account for a project space. Instead, another admin in the same project space must do so. If you are the only admin in the project space, you can reach out to support@dimagi.com or report an issue for assistance.
Deactivating a Web User
To disable access for a web user:
Go to Users > Web Users.
Find the user in the list.
Click the “Deactivate” button next to their name.
What happens when you deactivate a web user:
The user will no longer be able to log in to the project space.
They will no longer receive broadcasts, conditional alerts, or scheduled reports.
Removing a Web User
To permanently revoke access for a web user:
Go to Users > Web Users.
Click “Remove Membership” next to the user’s name.
Note: Removing a web user does not impact your application structure or it’s architecture, but it may affect other aspects of your project space.
What happens when you remove a web user:
They will permanently lose access to the project space.
Any scheduled reports they created may stop sending, even if others were listed as recipients.
Their form submissions will no longer display their name in the Submit History Report; instead, they’ll appear under an anonymous ID.
Any cases they created via Web Apps or App Preview will now be shown as owned by an anonymous ID.
Their user account will be removed from the Web Users list.
Bulk Download Web Users
Navigate to the Web Users page on your CommCareHQ project space: CommCareHQ > Users > Web Users.
Click the “Download Web Users” button to begin.
You’ll be redirected to a page where you can apply filters to customize your download. Filter options include Role, Username, and Location, allowing you to narrow the list to only the users you need. Once you have applied your filters, click on download.
You’ll be taken to the "Download Web Users Status" page. Once the file is ready, click "Download Users" to save it to your device.
Bulk Upload to Create Multiple Users and Invites at Once
1. Navigate to the Web Users page on your CommCare HQ project space: CommCareHQ > Users > Web Users.
2. You can bulk upload users by clicking on the “Upload Web Users" button which will lead you to the below page:
Follow the three steps indicated to download the user.xlsx file. This contains all of your current user data. This is the same data accessible by clicking the "Download Web Users" button showing in the screenshot.
This file contains a row for each web users with the following data:
Columns: username, first_name, last_name, last_access_date, last_login, email, role, status, removeusername and role are required columns for upload
last_access_date: the last time the user accessed the domain from which you've downloaded the file
last_login: the last time the user logged in CommCare HQ regardless of the domain
The remove column defaults to blank. This column can be "true" or "false". Setting this column to "true" will remove the user or invite from the domain. This column is not required, and will be treated as "false" if not included.
Additional columns may appear and/or can be added to the file for upload.
e. User location code, if your project uses Organizations (Locations)
Note that some columns, like first and last name, cannot be modified for existing web users. Modifications to the values of those columns will be ignored upon upload.
Once ready attach the desired file with "Choose File".
Click the "Upload Web Users".
For current web users of the domain, they will be updated with the role and location data. Other data such as email and name information are reserved for the users to modify themselves (which is the same as happens when inviting an individual user). The username of the web user cannot be changed.
For web users added via upload that are not current members of the domain, an invite will either be modified (if they are already invited) or created for the user. The invite will include role, and the optional location data. If an invite is created, it will automatically send the email. If the invite is modified, the invite expiration date will reset.
Retrieving a Backup Code for a Web User
If a project space has enforced Setting up Two-Factor Authentication via Project Settings Overview and a user loses access to their Two Factor Authentication device and backup codes, they will not be able to log in. Contact CommCare support for assistance in resolving this.