Licenses and Users


This article addresses the Licenses and Users administrative capabilities for qTest Manager versions 9.3 and beyond. For information on qTest  Manager versions 9.2.7 and earlier, refer to this article.

To add a new user to qTest Manager, you will need to invite them to the site via an activation link. The activation link is sent in an email generated from within qTest Manager. 

You must be a Site Administrator to use this functionality. If you are using a free trial, you can invite up to four more users by default.  If you need access to invite more than four other users, please contact

New User Set Up Video

Hint: For highest quality, watch this video in full-screen.

Invite a User to qTest Manager

  1. Position the arrow cursor over your username located in the top right corner of the Home page. A drop-down menu is displayed. Select the Administration option.  


  2. The Licenses tab page automatically displays.  


  3. Select + Invite.  The "Invite Users" dialog displays. In the "Email(s)" field, enter the email address(es) for users you want to invite.
    Note: Users can type individual email addresses one by one, but can also copy and paste email addresses from outside sources such as an email chain or a spreadsheet.
  4. Select Invite. The "Invite Users" dialog displays. You are told that your invite was sent and given a link for manual sending if necessary.
  5. Select OK.

The email address of the user you invited displays in the "Login Email" column.

:  Each user you invite is automatically added to the qConnect Sample Project. The Sample Project comes with sample data, including requirements organized into folders, a test plan, test cases, and more.

User Profiles 

You can assign a user a default User Profile, so they are automatically assigned certain project permissions at the Project level. 

For more details, see the article User Profiles.

User Groups

Users can be assigned to User Groups. User Groups grant users batches of permissions at the site level. For more information, see the article on User Groups.

Batch Actions

Along with User Groups, Manager 9.3 offers Site Administrators a wider variety of Batch ActionsThese Batch Actions help Administrators manage and modify potentially large groups of users simultaneously. You will find the Batch Action button on the License Information page. 

To use the Batch Action feature, select the checkbox(es) next to the user(s) you want to act upon, and then select the Batch Action icon. Here, you choose from the drop-down menu and perform the following actions:

  • Assign Projects
  • Reset Passwords
    Note: Resetting a user's password will send that user an email with a link to reset their password.
  • Export Users
  • Update Users
  • Reactivate Users
  • Deactivate Users
  • Resend Invite Email

Note: While Batch Actions are now available, users can still perform certain actions upon individual users. To do so, select the Action icon for each individual user. A drop-down menu displays with optional actions. 


Resend Activation Link to User

When a new user is invited to qTest Manager, they are sent an activation email that contains a clickable link that enables his or her qTest Manager account. The new user will enter credentials to create and activate their account. If a new user was invited to qTest Manager but can’t find the activation email, and has therefore not activated the account, the activation link can be resent to the user. This function can only be performed by the Site Administrator. 

To resend the activation link to a new user, perform the following steps:

  1. In Site Administration, select the Licenses-Users tab.  
  2. For inactive users to populate in your "Licenses" page, select the Show inactive users checkbox and select the Inactive checkbox in the status drop-down menu.
  3. Select the Action icon next to the user you want to reactivate. In the drop-down menu, select Reactivate.
  4. A "Confirmation" dialog displays asking if you are sure that you want to reactive the user. Select Yes. The User is now reactivated.

Modify Users' Projects and Profiles

Administrators can modify their users' associated Projects, and User Profiles in two ways. 

  • Licenses Tab, within Site Administration
  • User Management settings, within an individual Project

Licenses Tab

Site Administrators can modify users' projects directly from Administration. To do so, follow these steps: 

  1. In Administration, select the Licenses tab.
  2. Select the Action icon next to the user whose project(s) you want to modify. Select Edit Projects and Profiles from the drop-down menu.
    The "Edit Projects and Profiles" dialog displays. Here, you can add and remove the selected user to and from projects and update user profiles for specific projects. 
  3. To add the user to more projects, select the Project in the left menu, and then select the right arrow.
  4. To remove the user from a project, select the project from the right menu, and select the left arrow.
  5. To edit a user's user profile within one or multiple projects, select the checkbox(es) next to the projects and then select the Select User Profile drop-down menu. Select the User Profile that you want to apply for the user within these projects.
  6. Once done editing your user's projects and profiles, select Save.


User Management Settings of a Project


Each project has its own separate data, settings, and users which can be managed by Project Administrators.  When a user is invited into a project, he or she will receive an email notification and can access the project in the Navigation Panel.

Project Administrators can modify users' Projects directly from User Management settings within an individual Project. To do so, follow these steps:  

  1. In Manager, select the Gear icon for the Project you want to modify your user list.
  2. In the drop-down menu, select User Management. 
    IMPORTANT:  If the User Management option does not display in the drop-down menu, you must request and be granted Project Administrator privileges.  

  3. In the left navigation panel, you can use the Search users field to locate existing users within a Project, or select the icon to add a new user or modify existing users to the Project.

  4. The "Add Project Users" dialog displays.
    • The left-panel allows you to search for Users you want to Add to a Project.
    • The right-panel allows you to search for Users already invited to the Project.
    • A Search field is available to quickly locate a User.
    • The checkbox to the left of "Name" provides a quick way to Select All, or use the checkbox to the left of the User to select individually.
    • The left/right arrows in the middle of the dialog provide an easy way to move Users in bulk.
    • The User Profiles drop-down allows you to edit a Users permissions in bulk, based on the permissions associated with the User Profile.
  5. Select the users you want to maintain for a Project, and Save.
  6. A notification email is sent to new users of a Project, indicating they have been invited to the project. Once the user is invited to that project, they can access that Project by selecting it in the drop-down list from the qTest header, as shown below:


Remove an Individual User from a Project

To remove an individual user from a project, perform the following steps. 

  1. Select the Gear icon, and select User Management from the drop-down menu. The Project Admin page is displayed.  A list of users for the project is displayed in the left navigation panel.
  2. Locate the user you want to remove from the Project.  The user will lose all permissions and access for this Project.
  3. Select the Remove icon (the minus sign) in the left panel to remove the user(s).  


Removing Multiple Users

Removing multiple users from a Project can be performed in two ways. You can use the User List, or the Project Users dialog. 

User List

  1. Select the Gear icon, and select User Management from the drop-down menu. The Project Admin page is displayed.  A list of users for the project is displayed in the left navigation panel.
  2. Locate the users you want to remove from the Project.  They will lose all permissions and access for this Project.
  3. You can select multiple names, by holding down the CTRL key. 
  4. Select the Remove icon (the minus sign) in the left panel to remove the user(s).  

Project Users Dialog

  1. Select the Gear icon, and select User Management from the drop-down menu. The Project Admin page is displayed.  A list of users for the project is displayed in the left navigation panel.
  2. Select the icon to open the Project Users dialog.
    • The right-panel allows you to search for Users already invited to the Project.
    • A Search field is available to quickly locate a User.
    • The checkbox to the left of "Name" provides a quick way to Select All, or use the checkbox to the left of the User to select multiple, but not All.
    • The right arrows in the middle of the dialog provides an easy way to remove Users in bulk.

Edit User Permissions within a Project

Each user profile contains a predefined set of permissions (e.g., create a test case, approve a test case, etc.) and any user assigned that user profile receives those permissions. For example, inside a given project, the user might be assigned a Business Analyst user profile or a Project Admin user profile with a set of permissions associated with either role. A user profile can be assigned to different users, and is an easy way to standardize permissions for multiple users. For more details, check out this article: User Profiles

To give permissions based on a user profile, perform the following steps:

  1. In Manager, select your project in the left navigation panel.  
  2. Select the Gear icon and select User Management from the drop-down menu. The Project Admin screen displays. This page displays a list of all users in the selected project and the permissions for each user. Each checkbox represents specific permissions within the project. 

    User permissions are defined by the profile he or she is assigned. You can change a user’s permissions on a per project basis in one of two ways:   

    • Select the user in the left panel. Then, in the User Profile area of the page, select the down arrow and assign the user a different user profile (e.g., Business Analyst, Developer, etc.).
    • Customize the permissions granted to a user more specifically by selecting or deselecting various checkboxes in the user’s profile. 

When a user’s permissions are changed in this way, the updated permissions apply only to that user and have no impact on other users assigned that user profile.  

Select Save. 

HINT: You can also change permissions for multiple users by modifying the user profile in Site Administration.  Those changes will apply to any users assigned to that user profile.   

Updating User Information with Excel

The Batch Action associated with updating user information allows site administrators to export an Excel file from qTest. Users can then modify the Excel file and re-import the file into qTest. qTest will read the file and can update the following user information accordingly:

  • SSO username
  • LDAP username
  • First Name
  • Last Name
  • Status
  • Auth system
  • Projects (separated by a new-line character)
  • User profile
  • User Last Login (date and time of the most recent login, in the configured Internalization format)
  • Activation Link column - activation link for "New" users, only include the data if the status of the user is New
  • Reset Password Link - Active reset password links (active users have NOT accessed them to reset password)

Note: If an internal user was once authenticated by an SSO system, his or her old SSO username would be included in the export file.

Admins can also check logs for exact error reports for each user. These logs can be exported into Excel, modified, and then re-imported back into qTest Manager to send an invitation with the correct information.

User Authentication

Site Administrators can batch manage User Authentication. The following actions can be performed in batches: 

  • The system now supports admin importation of user info from an XLS file. Here, an admin can change auth system information.
  • Admins can now save the external username of an internal user. That way, the admin can reuse these usernames if there is a switch from LDAP to SSO authentication. Previously, these external usernames were not imported when changing the authentication system, and if changing back, the admin had to re-enter external usernames.
  • Users are automatically activated when an admin changes their authentication system from Internal to LDAP/SSO using the import tool.

Example Use Case:

When changing the authentication system from LDAP to SSO, in most cases, SSO usernames will be the same as LDAP usernames. The site admin may want to export users with LDAP usernames first and then re-use the LDAP usernames as SSO usernames.

In qTest, enabling SSO will automatically disable LDAP, and all LDAP usernames are cleared out. In this case, the site admin should export users BEFORE disabling LDAP or enabling SSO.

Reset Passwords

To reset user passwords, follow these steps:

  1. In Administration, select the Licenses tab.
  2. Select the checkbox(es) next to the user(s) for whom you want to reset passwords. 
  3. Select the Batch Action icon, and select Reset Passwords from the drop-down menu. 
  4. A confirmation dialog displays. Here, you are also given a password reset link if you want to manually send the link to the user(s). 
  5. Select Ok. The user(s) are now able to reset their passwords.

IMPORTANT: Resetting a user's password will reset all of that user's tokens.

Managing Active Sessions

As the Site Administrator, you can view and manually terminate active sessions. You can also configure the system to automatically terminate sessions which have been idle for a specified amount of time.

  1. In Site Administration, select the Licenses - Users tab, and then select Login Clients from the left navigation panel.
  2. You can see the number of current Active Sessions in the "Session Information" field.
  3. On the "Session Settings" field, you can optionally check Auto terminate sessions after users have idled for ... minutes and specify a number to enable this option. Select Save.
    Note: a session is idle when it does not have any request from the client to the qTest server.
  4. All current active sessions, excluding Explorer sessions, are listed in the Active Sessions grid.
    • In the Login Email field, enter a login email in the text box to filter the grid.
    • Click the table's headers to sort the data.

      lick on the X icon to terminate the corresponding session.  The system will inform the user his or her session has been terminated by the admin.


  • If you open qTest Manager in multiple tabs of the same web browser, they are counted as the same session.
  • If you log in to qTest Manager using the same account on different web browsers, they are counted as different sessions.
  • If you log in to qTest Manager using the same account on different computers, they are counted as different sessions.
  • API sessions do not count towards the user's maximum three session limit.

Set Up a Read-only License

Before assigning a user a Read-Only license, make sure that you have configured the Read-only user profile to your liking. To do so, follow these steps:

  1. Access Administration within qTest.
  2. Within Administration, select the User Profiles tab. Here, you can create a Read Only User Profile.
    • To create a new Read Only User Profile, follow these steps:
      1. Select the add new user profile icon.

      2. Then, title your new User Profile as "Read Only"
      3. Only select the view only permissions.
      4. Select Save.
  3. Select the Licenses tab.
  4. Locate the user to whom you want to give a read-only license. Select the action icon and choose Edit Projects and Profiles from the drop-down menu. 
  5. Select your Read Only User Profile from the User Profile drop-down menu. Then, select the projects in which this user will operate.
  6. Select Apply For All Selected Projects.
  7. Select Save.


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