Manage Users With Tableau Cloud Manager
Everyone who accesses Tableau Cloud – whether to browse, publish or edit content, or perform administrative tasks – must be added as a user. Cloud administrators have the following options for adding users:
Enter users’ email addresses individually
Import users via a CSV file that you create using the CSV Import File Guidelines
How users are managed in Tableau Cloud
Within Tableau Cloud, user management is handled through two distinct pages: the Cloud Users page and the Site Users page. The Cloud Users page, accessible only to cloud administrators in Tableau Cloud Manager (TCM), serves as the central place for assigning users to multiple sites and for removing users from Tableau Cloud. Meanwhile, the Site Users page is available to site administrators, allowing them to manage users within their specific sites.
Note: You can only remove a user if the user doesn’t own any content (projects, workbooks, views or data sources). For more information, see Remove users from Tableau Cloud.
With TCM, users are added at the tenant level and then assigned to the appropriate sites as needed. Adding users through TCM can improve the onboarding process by reducing the administrative burden on site administrators, allowing them to focus more on site-specific management tasks. As a cloud administrator, you can also modify a user’s site membership and role at any time. For more information, see Manage users’ site membership.
Add users to Tableau Cloud Manager
You can add users to Tableau Cloud Manager (TCM) individually or in bulk by uploading a CSV file with user information.
Add a user individually
Sign in to Tableau Cloud Manager as a cloud administrator.
Navigate to the Users page, and select Add Users > Add User by Email.
Complete the fields in the Add User dialog:
Email address: Email address of the user.
(Optional) User is a Cloud Administrator: Select whether to add the user as a cloud administrator. By default, cloud administrators authenticate using Tableau with MFA when they sign in to TCM. If an external authentication method is configured, select an alternative authentication type from the drop-down menu.
Site: Select one or more sites to add the user to.
Site role: Assign the user a site role on each selected site. For more information about site roles and capabilities, see Set Users’ Site Roles.
Site authentication: Select an authentication method for the user. The default authentication method is Tableau with MFA (multi-factor authentication). If site administrators have configured multiple authentication methods, select an alternative authentication type from the drop-down menu.
Click Add User. An email is sent to the user with the next steps to sign in to Tableau Cloud.
If a new user’s email address is already associated with an account on tableau.com, the user is prompted to sign in using the existing email address and password for that account.
If a new user’s email address isn’t associated with an account on tableau.com, the user is prompted to provide a first and last name and password.
Bulk import users
To automate the process of adding users, you can create a CSV file containing user information, and then import the file to Tableau Cloud Manager (TCM). When importing the CSV file, you can specify the users’ site membership, site role and authentication type. The following columns and values are exclusive to TCM:
Site URI: The uniform resource identifier for the site. To import a user as a cloud administrator, include the Site URI column and leave it blank.
Administrator level: To add a user as a cloud administrator, set the value to
Cloud.Authentication type: The user authentication type for accessing a site or TCM.
Note: This section contains the steps for importing, assuming that you have already created the CSV file. If you haven’t created the file yet, see CSV Import File Guidelines for a list of file format requirements and import options.
To add or modify users from a CSV file, follow these steps:
Sign in to Tableau Cloud Manager as a cloud administrator.
Navigate to the Users page and select Add Users > Import Users from File.
To upload a file, drag the CSV file into the dialog, or click Choose a file.
Click Import Users.
Important: Importing a CSV file with different site roles automatically updates existing users to the roles specified, even if they’re more restrictive. This change affects all users, including cloud administrators.
Manage users’ site membership
Site membership refers to the sites and roles assigned to each user in a tenant. Cloud administrators can modify a user’s site membership at any time, such as granting access to additional sites or changing their designated site role and authentication. All changes to users are performed in the site membership dialog and then shared across sites.
To modify site membership, follow these steps:
Sign in to Tableau Cloud Manager as a cloud administrator.
Navigate to the Users page and select the users to modify.
Note: You can select up to 50 users at a time. To modify more than 50 users, import a CSV file containing the desired changes. For more information about modifying users in bulk, see Bulk import users.
Select Actions > Site Membership.
In the dialog, modify users’ site membership, including their site role and authentication method.
When modifying site membership for multiple users, the Site role and Site authentication drop-down menus display “Multiple Values” when users are assigned different values on the site. Selecting a new value from the list assigns the same value to the selected users.
Click Save.
Assign or remove cloud administrator privileges
You can have up to 100 cloud administrators in Tableau Cloud Manager (TCM). To assign or remove the cloud administrator role, select the User is a Cloud Administrator tick box while modifying site membership. When a user is assigned cloud administrator privileges, they gain access to the TCM web interface and Tableau Cloud Manager REST API.
Remove users from Tableau Cloud
You can remove a user only if the user doesn’t own any content (projects, workbooks, views or data sources). If you attempt to remove a user who owns content, the user’s site role is set to Unlicensed, but the user isn’t removed from Tableau Cloud Manager.
A user who belongs to multiple sites and owns content on any of them is removed from the sites where they don't own content. The user remains a member on sites where they own content, but is demoted to the Unlicensed site role.
To remove a user from Tableau Cloud, follow these steps:
Sign in to Tableau Cloud Manager as a cloud administrator.
Navigate to the Users page, and select one or more users to remove.
Note: You can select up to 50 users at a time. To modify more than 50 users, import a CSV file containing the desired changes. For more information about modifying users in bulk, see Bulk import users.
Select Actions > Remove.
In the confirmation dialog, select Remove User.
