User Management in Salesforce: A Complete Guide for Admins

User Management in Salesforce: A Complete Guide for Admins 

Managing users is a core responsibility for Salesforce Admins. Whether you’re onboarding new team members, controlling access, or maintaining org security, user management in Salesforce is where it all starts. 

In this blog, we’ll explore everything you need to know about managing users — from creation to deactivation, freezing, resetting passwords, and more. 

🔹 What is User Management in Salesforce? 

User Management in Salesforce refers to controlling who can access the org, what they can do, and when. It ensures users have the correct roles, profiles, and access levels. 

Key actions include: 

• Creating users 

• Assigning roles and profiles 

• Activating/deactivating users 

• Freezing users 

• Resetting passwords 

• Granting login access 

🔹 What is a User in Salesforce? 

A User is anyone who can log into your Salesforce org. Each user has a unique identity and access level defined by: 

• Username: Must be unique and in email format 

• Profile: Controls what the user can do (object and field permissions) 

• Role: Controls what the user can see (record access via role hierarchy) 

• License: Determines which Salesforce features the user can access 

🔹 Creating a User: 

1. Navigate to Setup. 

1. Search for Users, then click Users under “Users”. 

1. Click New User. 

1. Fill in the required fields: 

• First Name, Last Name 

• Email 

• Username (must be unique) 

• Alias, Role, Profile, User License 

1. (Optional) Check “Generate new password and notify user immediately”. 

1. Click Save. 

🔹 Assigning Roles and Profiles: 

🔸 Profile: 

A Profile determines what a user can do in the system. 

• Object permissions (Create, Read, Edit, Delete) 

• Field-level access 

• Page layout visibility 

• App and tab access 

• Login IP ranges and login hours 

🔐 Every user must have exactly one Profile. 

🔸 Role: 

A Role defines what a user can see — especially other users’ records. 

• Used for data visibility through role hierarchy 

• Important for teams with shared access needs (e.g., sales teams) 

• Optional, but recommended for managing visibility 

📌 Assign profiles and roles during user creation or by editing the user later via Setup → Users → Edit. 

🔹 Deactivating a User: 

To permanently remove access: 

1. Go to Setup → Users. 

1. Click Edit next to the user. 

1. Uncheck the Active checkbox. 

1. Click Save. 

⚠️ You cannot deactivate a user who is the sole active admin or assigned to scheduled jobs or hierarchy fields. 

🔹 Freezing a User: 

To temporarily block login access without changing assignments: 

1. Go to Setup → Users. 

1. Click the “Freeze” link next to the user. 

Freezing keeps the user active in the system but prevents login immediately. 

🔹 Freeze vs Deactivate:  

Feature	Freeze User	Deactivate User
Login Access	Blocked instantly	Blocked after save
Status	Still marked active	Marked inactive
Use Case	Temporary lock	Permanent access removal
Assigned Items	Remain assigned	Remain assigned

 

🔹 Prevent Force Logout From Sessions 

If you want to prevent unexpected user logout, avoid freezing or deactivating them. Instead: 

• Go to Setup → Session Settings 

• Adjust timeout values 

• Avoid revoking OAuth tokens in Connected Apps OAuth Usage 

🚫 There’s no “Force Logout” button, but freezing, deactivating, or revoking tokens will kick users out. 

🔹 Reset a User’s Password: 

1. Go to Setup → Users. 

1. Click Reset Password next to the user. 

1. The user will receive an email to set a new password. 

You can also select multiple users using checkboxes and reset in bulk. 

🔹 Grant Account Login Access: 

Allow Admins or Salesforce Support to log in as the user: 

For Users: 

1. Go to My Settings → Grant Account Login Access. 

1. Choose the duration (e.g., 1 week). 

1. Click Save. 

For Admins: 

1. Go to Setup → Login Access Policies. 

1. Enable “Administrators Can Log in as Any User”. 

1. Go to Users, then click the Login link next to the user. 

 

🧩 Final Thoughts 

Proper user management is key to maintaining a secure and efficient Salesforce org. By understanding how to create, freeze, deactivate, and manage users, you’re keeping your org organized and protected. 

Need a printable checklist or visual guide? Just ask! 👇