Manage Your Users

Set Up Your Users

If you already use Google as a user management system, you can easily connect this to Acrolinx using OAuth 2.0. This is the simplest solution for user management.

If you use a different user management system and you're on an Acrolinx Private Cloud instance, we can set up your users with Enterprise Federated Authentication.

Otherwise, you can authenticate your writers with LDAP or ActiveDirectory.

If you only have a few writers, say less than 50, then you can manage your writers manually in the Dashboard. Choose unique usernames. An email address is a good username.


Acrolinx comes with a set of predefined roles. We recommend that you set default roles so that Acrolinx automatically assigns at least one default role to new users.

You can also create your own roles based on your organization's needs. Refer to our list of privileges.

Manage Your Users Over Time

Release Licenses

It's good practice to review usage regularly and release user licenses that you aren’t using.To release a license, follow these steps:

  1. Make sure that your role has the 'Release user licenses' privilege.
  2. Navigate to Users in the Dashboard
  3. Click on a user with a License Type: (active)
  4. Under User Administration > License Status, click Release License.


We recommend that you set up departments to help organize writers for Analytics and Checking Profiles.

To set up a department, follow these steps:

  1. In Analytics, create a Custom Field.
  2. Navigate to Users in the Dashboard.
  3. In User Administration > User Information, select a Department.

    Writers can also select their Department from the Sidebar themselves.

Built-In Dashboard Users

Acrolinx comes with a default admin user intended for standard server administration tasks. Your installation might include additional built-in users that are necessary for specific features. The number of extra built-in users depends on the features that are included in your license.

We recommend that you change the default passwords of your built-in users (admin:admin and termbrowser:termbrowser) as soon as possible.

The following licensed features come with built-in users:

  • The Term Browser module:
    If your license contains the Acrolinx Term Browser module, the additional users termbrowser and termcontribution are also included by default.
    • The termbrowser user is intended for configuring the Term Browser search settings.
    • The termcontribution user is intended for recording changes that anonymous users submit from the term contribution and "Add comment" forms.

Built-in users have the following default roles:

  • The admin user has the role Super Administrator with all available privileges.
  • The termbrowser user has the role Term Browser and can sign in and view terms.
  • The termcontribution user has the role Term Contributor and can sign in, contribute terms, and add comments to existing terms.

The following restrictions and exceptions apply to built-in users:

  • You can’t delete a built-in user.
  • You can’t assign other roles than the preconfigured roles to the built-in users.
  • If your license contains a named user limit, the built-in users don’t count towards this limit.