3: Building Your First App
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      2. 3: Building Your First App

      Adding & Managing Application Users

      Control who can access your application interfaces and what they see.

      Overview

      In Rayven, Application Users are individuals who interact with your application's front end—known as the App Interface. Unlike Workspace Users who configure apps in the backend, Application Users only interact with what’s been made available to them through assigned User Groups. These groups define what interfaces each user can access and what data is visible to them.

      This guide explains how to add new users, manage access through User Groups, configure data filtering using labels, and enable secure, scalable user access across applications.

      Adding Application Users

      To add a new Application User:

      1. Navigate to the Users section from your application’s page in the Workspace.

      2. Click Create User within the appropriate User Group or create a new User Group first.

      3. Fill in the user details (email, password, etc.).

      4. Assign a Permission Level.

      5. The user will now be able to log in via https://app.rayven.io (or your white-labelled login URL).

      Understanding Permission Levels

      Rayven provides a granular permissions model for Application Users. Each user belongs to at least one User Group and is assigned one of the following roles:

      Permission Level Move Widgets Manage Dashboards Manage Devices Manage Users Export Data Use Date Filters
      Public Viewer ❌ ❌ ❌ ❌ ❌ ❌
      Basic Viewer ❌ ❌ ❌ ❌ ✅ ✅
      Editor ✅ (if allowed) ❌ ❌ ❌ ✅ ✅
      Customer Admin ✅ (if allowed) ❌ ✅ (within group) ✅ (within group) ✅ ✅
      Admin ✅ ✅ ✅ ✅ ✅ ✅
      Super Admin ✅ ✅ ✅ ✅ (all groups) ✅ ✅
       

      Creating & Managing User Groups

      User Groups are central to managing access. A user must belong to a group, and each group controls:

      • Which interfaces appear for users in the App Interface menu.

      • Which data rows are visible—determined via Label filtering.

      To create a User Group:

      1. Go to the Users section of your application.

      2. Click Create User Group.

      3. Give it a meaningful name (e.g., “Sydney Ops”, “Retail Managers”).

      4. Configure interface access and label-based data filters (see below).

      Filtering Data Using Labels

      Rayven supports granular control over what each User Group can see using Label filters. You can filter based on any Label column defined in your Primary Table (e.g., Region, Department, Customer Type).

      To apply filters:

      1. In the User Group configuration, use Filter User Group Data.

      2. Select one or more Label Values to define which data rows are visible.

      3. Use AND/OR logic to define complex filters (e.g., Region = Sydney AND Department = Sales).

      By default, every User Group is configured with PrimaryLabel=All. This means that unless changed, all Application Users will see all Primary Table records. In many cases, this default setting is sufficient—particularly when all users should have access to the same data. More advanced filtering by UID or specific label values is optional and can be configured as needed.

      You can also assign advanced options per label value, including:

      • Location settings (for map visualisation)

      • Icons

      • Time zone overrides

      Shared vs Private User Groups

      Rayven supports two modes of user grouping: Shared and Private.

      • Shared User Groups are the default. All users in the group will see the same interfaces and have access to the exact same data. This is ideal for users in the same role or department—e.g. a sales team using a shared CRM dashboard.

      • Private User Groups behave similarly in terms of interface and layout access—all users see the same widgets in the same configuration—but each user can be configured to only see data that is specifically relevant to them.

        This is well suited for:

        • Task or job tracking applications where users manage only their own tasks

        • Employee or contractor management tools where users view only their own profile or records

        • Use cases where users belong to different sites or customers and should only see data related to their assigned site or customer

      To use a Private User Group:

      1. In your Primary Table, add a Label column (e.g. User ID).

      2. Assign each user a unique numeric value (e.g. 1001, 1002, etc.) in that column.

      3. When adding or editing each user, configure the label filter at the user level by selecting the label value that corresponds to that user.

      4. Add the user to that group.

      Each user will then see only the data where the label value matches their assigned filter.

      Cross-App Access & Management

      If the same user is added to different User Groups across multiple applications (within the same Rayven Account), the system will automatically allow them to switch between apps using a drop-down menu inside the App Interface.

      To centrally manage these users:

      • Navigate to Workspace Settings > Application Users to view all Application Users across apps.

      • From here, you can update credentials, add/remove group memberships, or deactivate users.

      Users with access to multiple apps or user groups will see a drop down when they log into the App Interfaces:

      Logging In & User Access

      Application Users access the front end of your app via the App Interface URL. This may be the default (https://app.rayven.io) or a white-labelled custom domain.

      Once logged in, each user's view is determined entirely by their assigned User Group(s):

      • Only the selected interfaces will appear in the left-hand menu.

      • Only data matching the group’s label filters will be visible.

      • Widget layout and functionality depend on the permission level.

      When a user logs into the App Interfaces, the left-hand menu will display only the interfaces assigned to the User Group(s) they belong to:

      Summary

      Rayven provides a flexible and secure model for managing Application Users. By grouping users and controlling access at the interface and data level, you can tailor the experience for each user role and use case. Whether you're managing simple dashboards or complex multi-app environments, the tools for assigning, filtering, and scaling user access are built in.

      FAQs

      What’s the difference between Application Users and Workspace Users?
      Application Users access the App Interfaces (the front end). Workspace Users access the backend configuration tools via the Workspace.

      Do I need to create a User Group for every Application User?
      No. You can add multiple users to the same group if they require the same interface access and data permissions.

      Can users belong to more than one User Group?
      Not within a single application, but if they’re added to multiple groups across applications in the same Rayven Account, they can switch between them from within the App Interface.

      What happens if I don’t apply any label filters?
      The default setting is Primary Label = All, meaning the user group will see all Primary Table data unless otherwise restricted.

      Do all users see the same interfaces and interface layouts?
      Not necessarily. Users will only see the interfaces assigned to their User Group(s). All users within the same User Group will see the same interfaces and the same widget layouts.

      However, different User Groups can be configured to have access to different interfaces and can have distinct interface layouts. This allows you to tailor the user experience based on role, location, or other group-specific needs.

      How do I reset a user’s password?
      Go to the Application Users section in Workspace Settings and update the user's credentials.

      Can users in the same group see different data?
      Only if you've set up the User Group as a Private Group and configured label-based filtering per user. This involves creating a label column (e.g. User ID) in your Primary Table, assigning each user a unique value, and setting that value as a filter in the User Group settings. The filtering doesn’t happen automatically—you need to define it during setup.