8: User Management
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      2. 8: User Management

      Application Users vs Workspace Users

      Understanding the two types of users in the Rayven platform

      Overview

      Rayven distinguishes between two types of users: Application Users and Workspace Users. These user types have entirely different roles and access levels within the Rayven platform. Understanding their differences is essential for managing permissions, configuring apps, and designing secure and scalable applications.

      Application Users

      Application Users—sometimes just called "Users"—are the end-users of the applications you build in Rayven. They access the front-end of your application (i.e. the App Interfaces) at https://app.rayven.io or via a custom whitelabelled domain.

      They are typically your staff, customers, or other stakeholders who interact with the application to view data, submit forms, or perform tasks. They do not have access to the Rayven Workspace or the backend tools used to build and configure applications.

      Key characteristics:

      • Access is limited to App Interfaces only.

      • Cannot modify workflows, tables, or app logic.

      • Managed from the Users section within each application in the Workspace.

      • Assigned to User Groups, which determine what interfaces they see and what data they can access (via Label Filters).

      • Can belong to multiple User Groups and/or Applications (if housed in the same Rayven Account).

      • May switch between groups or applications using a dropdown (if they have access to more than one).

      Permissions for Application Users include:

      • Viewer (Public/Basic)

      • Editor

      • Customer Admin

      • Admin

      • Super Admin

      Each permission level defines what the user can do in the interface, such as editing layouts, submitting data, or viewing logs.

      Workspace Users

      Workspace Users are the builders and administrators who access the backend configuration environment at https://workspace.rayven.io. These users are responsible for building and maintaining applications within the Rayven Account.

      Key characteristics:

      • Have access to the Rayven Workspace, which includes:

        • Tables

        • Workflows

        • Interfaces

        • User management

        • Application settings

      • Can create and manage one or more applications.

      • Must be assigned a permission level and application access.

      Workspace permission levels:

      • SuperAdmin – full access to all apps and workspace-level controls.

      • Admin – can create apps and manage users but limited to apps they've been assigned.

      • User – can build apps but cannot create other Workspace Users or manage whitelabelling.

      Access to specific applications is managed using Access Roles under Workspace Settings. Roles control which parts of each application (e.g. Tables, Workflows, Interfaces) the user can access.

      Differences at a Glance

      Feature / Access Area Application User Workspace User
      Access URL https://app.rayven.io https://workspace.rayven.io
      Role End-user App builder/admin
      Can create applications No Yes (if Admin or SuperAdmin)
      Access to Workflows/Tables No Yes
      User created in App-level Users section Workspace-level User settings
      Managed using User Groups Access Roles
      Interface layout access If Editor or higher + Edit permission Full control
      Can switch between apps Yes (if access is granted) Yes (if access is granted)
      Permissions Viewer, Editor, Admin, etc. User, Admin, SuperAdmin
       

      Summary

      Rayven clearly separates backend application builders (Workspace Users) from frontend end-users (Application Users). This separation ensures strong security, simplifies access control, and allows for flexible configuration of both the applications and the teams that manage them.

      Use Application Users to operate your solutions, and Workspace Users to build and manage them.

      FAQs

      Can someone be both an Application User and a Workspace User?
      Yes. A person can have access to the Workspace as a builder and also belong to one or more User Groups as an end-user. These roles are managed independently and can coexist.

      How do I control what applications a Workspace User can access?
      Access roles are created and managed in Workspace Settings, but they are assigned to users from the My Apps table on the Workspace home screen. Use the “Access Roles” option from the Actions menu next to an application to assign a Workspace User and select their role. This determines what elements of that specific application (e.g. Tables, Workflows, Interfaces) they can access.

      Can Application Users belong to more than one User Group?
      Yes. Users can belong to multiple User Groups within an application. If they do, they will see a dropdown to switch between groups.

      Where do I go to manage all Application Users across apps?
      Use the "Application Users" section under Workspace Settings to see and manage users across all applications in the account.

      Do Application Users ever need access to the Workspace?
      Generally no. Application Users are intended to interact with the app front-end only. If someone needs to edit workflows or configurations, they must be made a Workspace User.

      Can a Workspace User access all applications?
      Only if they are a SuperAdmin. Admin and User level Workspace Users must be explicitly granted access to individual applications.