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Add Members to Your Experience Cloud Site
Use profiles and permission sets to manage site membership during the setup process. Adding a profile or permission to a site’s membership gives access to the site to users with that profile or assigned the permission set.
Required Editions
| Available in: both Salesforce Classic and Lightning Experience |
| Available in: Enterprise, Performance, Unlimited, and Developer Editions |
| User Permissions Needed | |
|---|---|
| To create an Experience Cloud site: | Create and Set Up Experiences AND View Setup and Configuration |
| To customize an Experience Cloud site: |
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| To publish an Experience Cloud site: |
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Add a profile or permission set to a site’s membership. Using profiles and permission sets, you can:
- Grant or remove access for groups of users. After you add a profile or permission set, all users assigned to that profile or permission set become members of the site.
- Enforce a membership policy. New users added to a profile or permission set that is already associated with a site automatically gain access.
- If you add a permission to a permission set that is being used to grant membership to a site, the site members also get access to the permissions unrelated to site membership. Salesforce recommends checking if a permission set is used in any site’s membership list before adding new permissions to it.
- You can’t use permission set groups to add membership to a site, only permission sets.
- Individual users with HasOptedOutProcessing enabled can't be added as new site members.
Permission sets allow added flexibility for adding members. You can grant site access to a subset of users from the same profile, without needing to clone the profile.
You can add Standard, Chatter, and partner profiles to sites. Chatter customers, from private groups with customers, can't be added to sites even if they're assigned permission sets that are associated with sites.
- Open Experience Workspaces.
- Click Administration | Members.
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To add members using profiles:
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To filter profiles, select a profile type from the dropdown menu. To search for a
specific profile, enter a search term and click Find.
Search returns profiles for the selected filter.Note Search results include profiles that are already part of the site.
- Select the user profiles you want to allow access to your site. To select multiple profiles, press CTRL.
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Click Add. To remove a profile, select it and click
Remove.
If you remove a profile from a site, users with that profile lose access to the site, unless the users are assigned permission sets or other profiles that are still part of the site. Their posts and comments still appear.
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To filter profiles, select a profile type from the dropdown menu. To search for a
specific profile, enter a search term and click Find.
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To add members using permission sets:
- To search for a specific permission set, enter a search term and click Find.
- Select the permission sets you want to allow access to your site. To select multiple permission sets, press CTRL.
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Click Add.
If you remove a permission set from a site, users with that permission set lose access to the site, unless the users are associated with profiles or other permission sets that are still part of the site. Their posts and comments still appear even after they lose access.
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Click Save.
If the site is Active and welcome emails are enabled, users with the profiles or permission sets you added receive a welcome email. If the welcome email is sent is sent to an external user who hasn't logged in to a site yet, it includes a username and a change password link.
When the site is Active, welcome emails are sent and the site is discoverable by members. When a site is in Preview status, only members with the login URL can view the site. If a site is Inactive, only users with the “Create and Set Up Sites“ permission can access it through the All Sites menu, regardless of membership.
There are other options for granting access to your site:
- Enable self-registration so that external users can register on their own
- Enable authentication providers, such as Facebook, so that external users can log into the site without creating an account
For more information about these additional options, see Customize Login, Self-Registration, and Password Management for Your Experience Cloud Site.
With global search from your internal org, you can get uneven results when searching for a site User record. Here’s why and what you can do about it. Each site has a unique network ID. When you create a site user through Contact record | Create External User, the new User record is assigned to a site's network ID.
Global search looks for records in the internal org, which has a different network ID than the site. A global search doesn't search inside sites. Since the User record is associated with a site network ID, global search doesn't return results for that record.
The workaround is to create User records in the internal org, and then associate the records to a site. You can associate an internal User record to a site by linking the internal record to a Contact record. After you forge the link, you can find the User record through global search. The User record's network ID is now associated with the internal org.
- Set Custom Site Roles
Experience Cloud site members are typically assigned the role of partner, customer, or employee. However, you can create custom roles for users that replace standard ones. You can also choose to display the member’s company name in place of a role. - Reset an External User’s Password for Experience Cloud Sites
An external user's password can be reset either by the user or by the administrator of the org hosting the site. - Give External Experience Cloud Site Members Login Information
External users get their login credentials in welcome emails from an Experience Cloud site. - Update Experience Cloud Site Membership Using the API
If you aren’t a member of an Experience Cloud site, you can’t access Experience Workspaces to update administration settings, including membership. As an alternative, you can use the API and Data Loader to add yourself and others to a site. - Membership Processing Best Practices
Processing membership when many members are added in a single transaction can result in significant lockout times. Limiting the number of users per transaction can speed up processing time. Follow these best practices to minimize the impact of processing times on members.
