Manage users and roles - Business Central (2023)

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  • 7 minutes to read

Assign all users to profiles that reflect:

  • Their business role
  • The department they work in
  • Another type of categorization

Profiles allow administrators to centrally define and manage what different types of users can access in Business Central.


The typical business use of a profile is a role. A profile is therefore named Profile (Role) in the UI.

As an administrator, you create and manage profiles on the Profiles (Roles) page. Each profile has a card where you manage settings for the related role. For example, the card contains the following information:

  • Name of the role
  • User settings
  • The Role Center that the profile uses

For more information about user settings and Role Centers, see Change Basic Settings.

Before you can manage user profiles, you must create and add the users through the Microsoft 365 Admin Center. You can then assign permissions to each user or user group. Permissions define the features that users can access. For more information, see Assign Permissions to Users and Groups.

Page Customization

You can customize page layouts for a profile so that all users assigned the profile will see the customized pages. As an administrator, you customize pages by using the same functionality as users do when they personalize. For more information, see Customize Pages for Profiles.

To create a profile

If you cannot copy an existing profile, you can create a new one manually.

(Video) Managing user permissions in Business Central Microsoft Dynamics NAV

  1. Choose the Manage users and roles - Business Central (1) icon, enter Profiles (Roles), and then choose the related link.
  2. On the Profiles (Roles) page, choose the New action.
  3. Fill in the fields as necessary. Hover over a field to read a short description.


If you want a particular profile to be available only for very specific users, you can set the Description field to Navigation menu only.. This way, the profile is excluded from the list of available roles in My Settings.

To copy a profile

To save time, you can create a new profile by copying an existing one. Copy one that has similar settings to the one you want to create.


When you copy a profile, all the involved page customizations are copied as well, both the user-created and those derived from extensions.

  1. On the Profiles (Roles) page, select the line for the profile that you want to copy, and then choose the Copy Profile action.
  2. Fill in the Profile ID and Display Name fields, and then choose the OK button.
  3. On the Profiles (Roles) page, open the newly created profile card, and then edit other fields as necessary.

To edit a profile

You can edit a profile by changing the fields on the Profile (Role) page. However, the changes will not be visible to user assigned the profile until they sign out and back in.


Do not rename a profile while users assigned the profile are signed in as users may experience that the product freezes and must be restarted.

To assign a profile to a user

Users can assign themselves a role (representing a profile) by choosing the Role field on the My Settings page. As an administrator, you can do the same through the Profiles (Roles) page.

(Video) Business Central Roles | Customizing and Assigning

  1. On the Profiles (Roles) page, select the profile that you want to assign, and then choose the User Personalization List action.
  2. On the User Personalizations page, select the user that you want to assign the profile to, and then choose the Edit action.
  3. In the Profile ID field, select the relevant profile.


If you assign another profile to a user, any personalizations made by the user with the previous profile are preserved.

To define user settings for a profile

On the My Settings page, users can define basic behavior of their account, such as the Role Center, the language, and which notifications they get. For more information, see Change Basic Settings.

As an administrator, you can define settings for a profile. The settings will apply to all users assigned to the role.

  1. Choose the Manage users and roles - Business Central (2) icon, enter Profiles (Roles), and then choose the related link.
  2. Select the line for the profile that you want to change user settings for, and then choose the User Personalizations List action.
  3. On the User Personalizations page, open the card for the user whose settings you want to change.
  4. On the User Personalization Card page, edit the fields as necessary.

To activate a profile

When you create a profile, you can define if, where, and how the profile and its information are available to users.

On the Profile (Role) page, select the following checkboxes:

  • Enabled to specify if the related role is visible in the Available Roles page for users to choose from.
  • Use as default profile to specify the profile that applies to users who are not assigned a specific role.
  • Disable personalization to specify if users of the related role can personalize their workspace.
  • Show in Role Explorer to specify if actions to business features included in the profile are shown in the extended view of the role explorer, a feature overview. For more information, see Finding Pages with the Role Explorer.

To export profiles

You can export profiles from Business Central, for example to reuse them in another tenant. The profiles are exported to a zip file that contains AL files. You can reuse the AL files to develop extensions. For more information, see Use the Client to Create Profiles and Page Customizations.

  • On the Profiles (Roles) page, choose the Export Profiles action.

    This action exports a zip file that contains AL files for all profiles.

To import profiles

You can import profiles that have been exported from Business Central. The steps are more or less the opposite of the steps to export profiles. For more information, see To export profiles.

  1. On the Profiles (Roles) page, choose the Import Profiles action.

    (Video) Create new users in Microsoft Dynamics 365 Business Central

  2. Follow the steps on the Import Profiles wizard.

    If you only want to import selected profiles, use the Selected check box to indicate which to import.

  3. Choose the Import selected button.

    This action imports a zip file that contains AL files for the selected profiles.

To delete a profile

You can delete a profile by choosing the Delete action on the Profiles (Roles) page. However, the following limitations apply:

  • You cannot delete a profile that is assigned to a user or a user group.- You cannot delete profiles that originate from extensions. The extension must first be uninstalled.- You can only delete one profile at a time.

To delete all personalizations made by a user

You can delete all changes that a user has made to pages. Deleting changes can be useful, for example, if an employee has changed role and no longer needs them. Deletions revert the page layout back to what's defined by the profile.

  1. Choose the Manage users and roles - Business Central (3) icon, enter User Personalizations, and then choose the related link.

    The User Personalizations page lists all users who have made personalizations.

  2. Open the card for a user whose personalizations you want to delete.

  3. On the User Personalization Card page, choose the Clear Personalized Pages action, and then accept the message that appears.

The user will see the changes the next time they sign in.

You can also delete all page customizations for a profile. For more information, see To delete all customizations for a profile.

(Video) Microsoft Business Center - Role Center and Permission Set in Business Central | Manage Users &Roles

To delete personalizations for specific pages

You can delete personalizations that one or more users have made to specific pages. Deleting personalizations can be useful, for example, if a business process change means that a personalization can't be used. Deletions revert the page layout back to what's defined by the profile.

  1. Choose the Manage users and roles - Business Central (4) icon, enter User Page Personalizations, and then choose the related link.

    The User Page Personalizations page lists all the pages that have been personalized and the user that they belong to.


    A check mark in the Legacy Personalization field indicates that the personalization was done in an older version of Business Central, which handled personalization differently. Users who try to personalize these pages are locked from doing so unless they choose to unlock the page. For more information, see Why a Page is Locked from Personalizing.

  2. Select the line for the page personalization that you want to delete, and then choose the Delete action.

The user will see the changes the next time they sign-in.

You can also delete individual page customizations for a profile. For more information, see To delete customization for specific pages for a profile.

Managing user sessions

As the administrator of Business Central online, you can manage user sessions in the administration center. For more information, see Managing Sessions in the administration content.

For Business Central on-premises, you can manage sessions using SQL Server Management Studio, for example. For more information, see SQL Server technical documentation.

See also

Assign Permissions to Users and Groups
Customize Pages for Profiles
Personalize Your Workspace

(Video) Creating new users in Business Central - Microsoft Dynamics 365 Business Central

Find free e-learning modules for Business Central here


How do I Manage Users in Dynamics 365? ›

Return to the Microsoft 365 admin center and go to Users > Active users and select the user you want to assign a license to. The settings for that user open in a fly-out. Select the Licenses and Apps tab in the flyout and then select the Dynamics 365 Marketing User License check box to assign the license to this user.

How do I assign a role to a user in Dynamics 365? ›

To assign a role in Dynamics 365 Sales Professional:
  1. Under Standard Settings, select Manage users.
  2. Select a user you want to assign a role to, and then on the command bar, select Manage Roles.
  3. In the Manage User Roles dialog box, select the security role or roles you want for the user or users, and then select OK.
Mar 30, 2022

What is the default role in Business Central? ›

The default role assigned to most new users is Business Manager, but you can switch to another role that uses a Role Center that fits your needs better.

How do I see active Users in central business? ›

For each environment in the Business Central administration center, you can use the Manage Sessions page to view information about active sessions on an environment and cancel selected sessions. To open the page, select Manage Sessions. Use the Show session details check box to show more or fewer details.

How do I Manage users account? ›

How to manger user accounts in Windows 10.
  1. Click on the Start menu in your taskbar. ...
  2. Select the Settings icon, indicated by a gear. ...
  3. Click on the Accounts tile.
  4. Switch to the Family & other users category using the panel on the left side of the screen. ...
  5. Click on the Add someone else to the PC button.

Where can you Manage user accounts? ›

Select Start > Settings > Accounts > Other users (in some Windows editions, it may be labeled as Other people or Family & other users). Under Work or school users > Add a work or school account, select Add account. Enter that person's user account, select the account type, and then select Add.

How do you assign roles to Users in business Central? ›

On the Profiles (Roles) page, select the profile that you want to assign, and then choose the User Personalization List action. On the User Personalizations page, select the user that you want to assign the profile to, and then choose the Edit action. In the Profile ID field, select the relevant profile.

How do you set different roles to Users? ›

To assign a user to a user role
  1. In the Service Manager console, click Administration.
  2. In the Administration pane, expand Security, and then select User Roles.
  3. In the User Roles pane, double-click Advanced Operators.
  4. In the Edit User Role dialog box, click Users.
  5. On the Users page, click Add.
May 9, 2022

Can we assign roles to Users? ›

Select the role to assign

Go to Azure Active Directory > Users. Search for and select the user getting the role assignment. Select Assigned roles from the side menu, then select Add assignments. Select a role to assign from the dropdown list and select the Next button.

What are the business roles? ›

Typically, Business Roles represent user job functions. In a financial institution, for example, Business Roles might correspond to job functions like bank teller, loan officer, branch manager, clerk, accountant, or administrative assistant. IT Roles, Applications, and Assets organize resource entitlements into groups.

What is the primary role of a business? ›

The fundamental role of business has remained relatively constant: providing the goods and services that people need or want.

How do I disable a user in Business Central? ›

Note: If the user has a transaction in Business Central, you cannot delete it. Search for User Settings, and then choose the related link. It saves the users' Role, Language, Region, Timezone and other settings. Delete the user personalization of the user you want to delete.

How can I see all active users? ›

See Active Users data
  1. Sign in to Google Analytics.
  2. Navigate to your view.
  3. Open Reports.
  4. Select Audience > Active Users.

How do I track user activity? ›

Some of the most common ways to track user activity include:
  1. Tools like Google Analytics and Search Console.
  2. Click tracking (recording which elements on a page users click)
  3. Scroll tracking (recording where users scroll on a page)
  4. Viewing session recordings of users as they use their site.

How do you display all active users in your system? ›

who command – Display information about users who are currently logged in. users command – See the login names of the users currently on the system, in sorted order, space separated, on a single line. It reads all information from /var/run/utmp file.

What are the 3 types of user profiles for user accounts? ›

Types of User Profiles
  • Local User Profiles. A local user profile is created the first time that a user logs on to a computer. ...
  • Roaming User Profiles. A roaming user profile is a copy of the local profile that is copied to, and stored on, a server share. ...
  • Mandatory User Profiles. ...
  • Temporary User Profiles.
Apr 30, 2018

How do I create and manage user accounts? ›

Create a local user account

Select Start > Settings > Accounts and then select Family & other users. (In some versions of Windows you'll see Other users.) Select Add someone else to this PC. Select I don't have this person's sign-in information, and on the next page, select Add a user without a Microsoft account.

How do you manage users and groups? ›

Open Computer Management - a quick way to do it is to simultaneously press Win + X on your keyboard and select Computer Management from the menu. In Computer Management, select “Local Users and Groups” on the left panel. An alternative way to open Local Users and Groups is to run the lusrmgr. msc command.

What is user manage? ›

User management describes the ability for administrators to manage devices, systems, applications, storage systems, networks, SaaS services, and user access to other various IT resources. User management is a core part to any identity and access management (IAM) solution, in particular directory services tools.

What are the 4 user account control settings? ›

There are four UAC settings that you can choose from:
  • Always notify. Select this setting if you: ...
  • Notify me only when programs try to make changes to my computer. Select this setting if you: ...
  • Notify me only when programs try to make changes to my computer (do not dim my desktop) Select this setting if you: ...
  • Never notify.

Can administrator access user accounts? ›

An administrator is someone who can make changes on a computer that will affect other users of the computer. Administrators can change security settings, install software and hardware, access all files on the computer, and make changes to other user accounts.

How many roles we can assign to an user? ›

Users can only be assigned to one role. This makes security cumbersome. For example, If a member of staff fills in for someone else, then there is no way to assign them to their main role and their temporary role at the same time.

Where can you create user roles? ›

Create a custom role
  • Navigate to Admin Access & authorization. Roles.
  • Click New role.
  • Enter a name for the role and a description.
  • Optionally copy permissions from another existing user role as a starting point.
  • Select the permissions needed for the users who will fill this user role. ...
  • Click Save.

How can create and assign user roles in the database? ›

To add and remove users to a database role, use the ADD MEMBER and DROP MEMBER options of the ALTER ROLE statement.

What are user management roles and permissions? ›

Roles provide a way for community administrators to group permissions and assign them to users or user groups. Permissions define the actions that a user can perform in a community. When they assign roles, community administrators consider the tasks of a user in the context of a particular community.

What are the different types of user roles and permissions? ›

There are five main types of user roles in your school—the primary owner, owners, authors, affiliates, and students. If you're on the Business plan, then you can also create custom user roles, which allow you to pick and choose which privileges to grant a user in your school.

What are the example of user roles? ›

The set of roles are Administrator, Publisher, Editor, Designer, and Viewer. Data & Insights users can also be assigned permissions for individual datasets. Permissions define the types of actions available to a user for each specific dataset. Examples include editing, viewing and publishing that dataset.

Can we create user without role? ›

The role is not a mandatory field on the user profile. Yes, it is marked red but you can create users with no role specified. So I think you should not absolutely need to create a new role while creating a user or starting with a new org.

How are user related to roles? ›

Users (table sys_user) are related to Roles (table sys_user_role) with a many-to-many table (sys_user_has_role) which keeps records that each have a reference to one User and one Role. When you add a Role directly to a User, a record is generated in the sys_user_has_role table.

Can we create a user without a role and a profile? ›

While creating a user we can create user without roles, but actual functionality was explained below: Roles (configured under Admin Setup->Manage Users->Roles) are used to control which Salesforce records are available to users assigned to the role. Unlike Profiles, there is no configuration in a role.

What are the 3 types of roles? ›

A role is a set of behavioral expectations, or a set of activities that a person is expected to perform. Managers' roles fall into three basic categories: informational roles, interpersonal roles, and decisional roles.

What are the 7 roles? ›

These roles are: (1) chief of state, (2) chief executive, (3) chief administrator, (4) chief diplomat, (5) commander in chief, (6) chief legislator, (7) party chief, and (8) chief citizen. Chief of state refers to the President as the head of the government. He is the symbol of all the people.

What are different types of roles? ›

  • cultural roles: roles given by culture (e.g. priest)
  • social differentiation: e.g. teacher, taxi driver.
  • situation-specific roles: e.g. eye witness.
  • bio-sociological roles: e.g. as human in a natural system.
  • gender roles: as a man, woman, mother, father, etc.

What are the 4 roles of a business? ›

To meet the challenges of today's demanding business world, managers and key leaders use the four functions of business: planning, organizing, leading, and controlling.

What are the six roles of a business? ›

Generally, the six functional areas of business management involve strategy, marketing, finance, human resources, technology and equipment, and operations.

What is management role in business? ›

A business manager is a supervisor who controls and directs the personnel and activities of an organization or a department. By adopting operational plans, carrying out performance evaluations, and supervising all daily activities, they strive to keep the business productive, efficient and organized at all times.

Is it OK to disable User Account Control? ›

The second way to disable Windows 10 UAC is by turning it off. However, we don't recommend this practice because it puts your environment at significant risk. Furthermore, Microsoft designed UAC to prevent unauthorized changes, and turning it off disregards Microsoft security best practices.

What happens if you disable User Account Control? ›

If UAC is disabled, the program that is started runs with the user's full token.

How do I turn off User Account Manager? ›

(If the search field isn't visible, right-click the Start button and choose Search.) Click Change User Account Control settings in the search results. Then do one of the following: To turn UAC off, drag the slider down to Never notify and click OK.

What is the difference between users and active users? ›

The term “Active Users” can be a little misleading. Some people think it's the same thing as a real-time user - someone who is on your site at this moment. But actually, your active users are different from your real-time users. Active users are those who have engaged in your website over a certain time period.

What command is used to check the current users? ›

Users command is used to print the user name who are all currently logged in the current host.

How do I know if a user is active in Active Directory? ›

Run Netwrix Auditor → Navigate to "Reports" → Expand the "Active Directory" section → Go to "Active Directory – State-in-Time" → Select "User Accounts" → Click "View" → Type the user's logon name in the “Logon Name” filter → Click "View Report".

How do I monitor user access? ›

There are various methods implemented to monitor and manage user activity such as:
  1. Video recordings of sessions.
  2. Log collection and analysis.
  3. Network packet inspection.
  4. Keystroke logging.
  5. Kernel monitoring.
  6. File/screenshot capturing.
Sep 12, 2018

What is user activity log? ›

The User Activity Log will display user activities based on your filter criteria and Activity Group (whether it be Reservation, Posting, Housekeeping, Commission, Configuration, Employee, Profile, Blocks, or Potential, among others).

Can your activity be tracked? ›

Your search engine records all search requests and your IP address. Your browser also keeps a record unless you switch on Incognito mode or erase your history. Your ISP also tracks your activity. Finally, cybercriminals and surveillance agencies can install spyware on your device to see your internet activity.

Can Different users have different display settings? ›

Sadly, you can't change Display settings individually for each user and you can't either change Time settings individually (as many of these depend on the motherboard).

How do I change inactive users to active users? ›

Here are 6 sure-fire ways to re-engage those inactive users and improve your retention rates.
  1. Extend user onboarding beyond the first session. ...
  2. Survey users to find problem areas. ...
  3. Make it personal with a targeted new feature campaign. ...
  4. Use proactive customer support. ...
  5. Market to users again. ...
  6. Say a warm goodbye.

How do you increase active users? ›

4 Proven Ways To Increase Daily Active Users (DAU)
  1. Deliver Quality From the Onboarding Stage.
  2. Create a Community With Activity Feeds.
  3. Communicate Helpful Information to Users.
  4. Play Around With Gamification.
  5. Personalization Impacts DAU Engagement.
Aug 8, 2022

How do I see Users in Dynamics 365? ›

To view a list of existing users:
  1. Go to Settings. > Advanced settings at the top of the page.
  2. A new window titled Business management will open. Go to Settings at the top of the new window, then System > Security > Users.
Feb 15, 2022

Where is manage Office 365 Users? ›

You can manage user accounts in the Microsoft 365 admin center, PowerShell, in Active Directory Domain Services (AD DS), or in the Azure Active Directory (Azure AD) admin portal. As soon as you purchase Microsoft 365, the Microsoft 365 admin center and PowerShell can be used to manage accounts.

How do I see active Users in Dynamics 365? ›

You can view active users in the Office 365 report by choosing the Active users tab. The Active Users report can be viewed for trends over the last 7 days, 30 days, 90 days, or 180 days.

How do I add a user to my environment in Dynamics 365? ›

In the Microsoft 365 admin center, select Users > Active users > + Add a user. Enter the user information, select licenses, and then select Add.

What is basic user role in Dynamics 365? ›

The Basic User security role primarily contains Basic privileges for core entities where the user can write, update, and delete records that they created or owned.

How do I check my users? ›

Open Computer Management, and go to “Local Users and Groups -> Users.” On the right side, you get to see all the user accounts, their names as used by Windows behind the scenes, their full names (or the display names), and, in some cases, also a description.

How do I get a list of users in Office 365? ›

Go to the Microsoft 365 Admin Center at Select Users > Active users. A dialog box will appear—click Continue or No. A CSV file that provides several columns of information on each user will download to your PC.

How do I create and manage users in Office 365? ›

Add users one at a time in the dashboard view

Go to Users > Active users, and select Add a user. In the Set up the basics pane, fill in the basic user information, and then select Next. Name Fill in the first and last name, display name, and username. Domain Choose the domain for the user's account.

Which Microsoft 365 administrator role assigns permissions and manages user profiles and site collections? ›

Users assigned the SharePoint Administrator role have access to the SharePoint admin center and can create and manage sites (previously called "site collections"), designate site admins, manage sharing settings, and more.

Can users manage Office 365 groups? ›

Allow users to create and manage their own groups

This allows the day-to-day control of group membership to be delegated to team, project, or business owners who understand the business use for the group and can manage its membership.

How do I see if a user is inactive in Office 365? ›

Go to Office 365 Reports → Office 365 User Reports → Inactive Users.

How do I disable users in Business Central? ›

Search for User Settings, and then choose the related link. It saves the users' Role, Language, Region, Timezone and other settings. Delete the user personalization of the user you want to delete. Then the user can be deleted.

What is the difference between application user and non-interactive user in Dynamics 365? ›

Non-interactive users can be used in place of application users when more traditional methods of authentication are required (username and password). This can be the case with third party add-ons and integrations to Dynamics 365. An application user is yet another type of user that is not a user in the typical sense.

How do I change environment variables for another user? ›

You can follow these steps:
  1. Click Start , type Accounts in the Start search box, and then click User Accounts under Programs. ...
  2. In the User Accounts dialog box, click Change my environment variables under Tasks.
  3. Make the changes that you want to the user environment variables for your user account, and then click OK.
Dec 6, 2021

How do I add a user to Office 365 admin center? ›

Assign admin roles to users using Roles
  1. In the admin center, go to Role assignments. ...
  2. Select the admin role that you want to assign the user to.
  3. Select Assigned admins > Add.
  4. Type the user's display name or username, and then select the user from the list of suggestions.
  5. Add multiple users until you're done.
Feb 17, 2023


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