Configuration and Setup · Topic 2 of 4
Setting Up and Maintaining Users
Salesforce users: unique usernames, user and feature licenses, locales and working hours, freezing and deactivating users, and login methods.
- 4 min
- Usernames are unique across all Salesforce orgs and use email format.
- Every user has one profile and one user license; roles are optional.
- Feature licenses such as Marketing User add features per user.
What it is
Every person who signs in to Salesforce is a user with a user license that decides which features they can use. Administrators create users, assign licenses, profiles, permission sets and roles, and handle what happens when people leave or change jobs.
How it works
Creating users
| Field | Notes |
|---|---|
| Username | Must be in email format and unique across all Salesforce orgs, not just yours |
| Where notifications and password resets go; can be shared by several users | |
| User license | Determines the baseline features, for example Salesforce or Salesforce Platform |
| Profile | Required; one per user |
| Role | Optional; places the user in the role hierarchy |
| Locale, language, time zone | Formats dates, numbers and currency, and the display language |
| Working hours | Listed in the exam guide under user setup; the working time used by case escalation and entitlements comes from business hours in company settings, not the user record |
Licenses
- User licenses set what a user can access. A Salesforce license can use standard CRM objects such as opportunities and cases; a Salesforce Platform license is for custom apps and core objects but not, for example, opportunities or cases.
- Feature licenses turn on extra features for a user, such as Marketing User (to create and manage campaigns) or Knowledge User. They are assigned with a checkbox on the user record.
- Permission set licenses grant entitlement to specific features that are then enabled through permission sets.
Users can't be deleted
Salesforce users can't be deleted, because their records and history must remain. Instead you can:
| Action | Effect |
|---|---|
| Freeze | Immediately stops the user logging in; keeps the license assigned. Useful while you reassign their records or work out dependencies |
| Deactivate | The user can't log in and the license becomes available to someone else. Records they own stay with them until transferred |
Some deactivations are blocked while the user is referenced elsewhere, for example as the default workflow user or in a hierarchy field; freezing is the quick fix while you remove those references.
Login methods
- Multi-factor authentication (MFA) is required for internal users' user interface logins, including logins through single sign-on.
- Single sign-on (SSO) lets users sign in with a company identity provider.
- Login hours and login IP ranges on profiles restrict when and from where users can log in.
- Administrators can reset passwords and, if allowed, log in as another user to troubleshoot.
A worked example: a sales rep resigns on Friday. The administrator freezes the user immediately, transfers their open opportunities and accounts with the mass transfer tool, then deactivates the user to free the license.
"Stop someone logging in right now, but we're not ready to deactivate" is the freeze button.
How the exam asks about this
- "A new user's username is rejected though no one in your org uses it." Usernames are unique across all orgs.
- "A user needs to create campaigns." Enable the Marketing User feature license on their user record.
- "Free up a license from someone who left." Deactivate the user, after transferring records as needed.
What to remember for the exam
- Usernames are unique across all Salesforce orgs and use email format.
- Every user has one profile and one user license; roles are optional.
- Feature licenses such as Marketing User add features per user.
- Users can't be deleted; freeze to stop login immediately, deactivate to free the license.
- Login hours and IP ranges on profiles restrict access; MFA is required for UI logins.
Deactivating a user does not transfer their records. Plan record ownership before or after deactivation.
Common mistakes
Trying to delete a user. Deactivate instead.
Assigning a Salesforce Platform license to someone who needs opportunities. That license excludes them.
Deactivating when a quick block is needed. Freeze first if dependencies block deactivation.
Check yourself
Why can a username be rejected even if no one in your org uses it?
Usernames must be unique across all Salesforce orgs, not only your own.
What is the difference between freezing and deactivating a user?
Freezing blocks login immediately and keeps the license; deactivating blocks login and frees the license.
How does a user get permission to create campaigns?
The Marketing User feature license checkbox is enabled on their user record, along with the right object permissions.
Topic 2 of 4 in Configuration and Setup
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