Zapier managed users guide

If your Zapier account suddenly stopped showing a managed users list in the interface, the way you manage people and access has changed. This guide explains what happened, how user management now works, and exactly where to go in your account to control who can use shared resources.

What changed in Zapier user management

Previously, some teams could see a managed users section in the interface. That list is no longer available. Instead of controlling people from a central list, access is now managed where it is actually used: in shared folders.

This update lets you:

Grant access only to the specific content people need.
Control permissions directly on shared folders.
Keep your workspace simpler and more secure.

Although the managed users list is gone, you still have full control over who can collaborate in your workspace and what they can see.

How Zapier manages access now

The current model focuses on shared folders. Any time you want others to work with your automations or related assets, you invite them to a shared folder and set their level of access there.

At a high level, access is controlled through:

Shared folder membership – who is added to each folder.
Permissions – what each person is allowed to do inside that folder.
Workspace structure – how you organize folders by team, project, or function.

How to manage users in Zapier shared folders

Use the following steps to manage the same people you previously saw in the managed users list, now through shared folders.

1. Open the relevant shared folder in Zapier

Sign in to your account in a web browser.
Go to your folder list in the main navigation.
Select the shared folder that contains the Zaps or assets a person needs to access.

If you used a central managed users list before, you can now create separate shared folders for each team or project so access stays organized.

2. View current members and permissions

Inside the shared folder, look for the settings or sharing options that show who currently has access. There you can usually see:

Names or email addresses of existing members.
Roles or permission levels for each member.
Options to edit, remove, or invite people.

This list now replaces what you once did with the managed users list.

3. Add new people to a Zapier shared folder

To add someone new, use the folder sharing controls:

Open the shared folder.
Click the option to invite or add members.
Enter the person’s email address.
Select the correct permission level.
Confirm or send the invitation.

By inviting people at the folder level, you give them access only to the content they need instead of the entire workspace.

4. Adjust or remove access for existing members

If a team member changes roles or leaves the organization, edit their access in the same folder:

Open the shared folder where they have access.
Find their name or email in the member list.
Change their permissions or remove them from the folder.

This keeps your automations secure and removes the need for a separate managed users list.

Best practices for organizing Zapier shared folders

Because access is now controlled through shared folders, how you organize them strongly affects security and clarity.

Group folders by team or function

Consider creating separate folders for:

Marketing automations.
Sales or CRM workflows.
Operations and internal tools.
Finance or billing related automations.

Then, invite only the relevant people to each folder, with appropriate permission levels.

Use clear naming conventions in Zapier

To make it easier to manage access and quickly understand who should be in each shared folder, use consistent folder names, such as:

Marketing – Lead Capture
Sales – Pipeline Automation
Finance – Invoicing
Support – Ticket Routing

With good naming, it becomes much simpler to see whether someone should be a member of a folder and what they can safely access.

Troubleshooting the missing Zapier managed users list

If you used the older interface heavily, the change can be confusing. Use the checklist below to adapt.

Confirm where access is managed

Remember that the managed users list has been removed.
Go to the shared folders that contain important Zaps or assets.
Verify that only the right people are listed as members.

Review all critical shared folders in Zapier

Walk through each important folder and confirm access:

List your business-critical workflows and identify which folder each is in.
Open each folder and review the member list.
Remove anyone who no longer needs access.
Add missing teammates who do need access.

This process ensures that the transition from a central managed users list to folder-based access does not leave any gaps.

When to contact support

If you believe you should still have access to certain shared folders or users and you cannot find them after the change, contact support using the help resources in your account. Provide details like:

The folders or workflows you expect to see.
Which teammates should have access.
Any recent changes to your plan or workspace.

This information helps support quickly review your situation and explain how the new access model applies to your account.

Official details about the Zapier change

For the official explanation of why the managed users list disappeared and how control has moved to shared folders, review the original help center article provided by the platform. You can read it directly at this support page. It offers the current, authoritative description of the change and its scope.

Next steps for better workspace management

Now that the managed users list is no longer part of the interface, the most effective way to stay organized is to design your shared folder structure carefully and review members regularly. Consider:

Auditing shared folders quarterly.
Maintaining a simple internal policy on who can create new folders.
Documenting which teams own which automations.

If you want more general guidance on automation strategy, workflow design, and process documentation, you can find helpful resources and consulting options at Consultevo. Combining a good folder structure with strong internal processes will make your workspace easier to manage over time.

By shifting your mindset from a centralized managed users list to folder-based access, you keep control over who can view and edit your workflows while aligning permissions more closely with how your teams actually work.

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