Revised: October 2025
"Named Users" are active user records in Alma that have been assigned any role that can log into Alma, except for Patron, Instructor, Trial Participant, and roles that are only for Leganto (Instructor, Leganto Course Operator, and Leganto Interface Administrator) or Rialto (Selector, Selector Limited, Super Selector, Rialto Manager, and Rialto Administrator). According to CARLI's Best Practice Recommendations for Named Users in I-Share, once you have identified Named User accounts in Alma that are not needed or not being used, you should take steps to deactivate them.
CARLI’s Named User documentation is also linked on the User Management page.
Named User Frequently Asked Questions (FAQ)
Best Practice Recommendations for Named Users in I-Share
Identifying Named Users in Alma
Best Practice Recommendations for Back-Up Admin Accounts in Alma for I-Share Institutions using Single Sign-on
CARLI Named User Management, part of Office Hours recorded July 13, 2023 (28:13)
There are two ways to remove a user record in Alma from the list of Named Users:
DO NOT DEACTIVATE, EDIT, DELETE OR PURGE the following Named Users accounts:
DO DEACTIVATE, EDIT, and PURGE any user accounts created by Ex Libris or ProQuest for the process of implementing additional products, such as Leganto and Rialto. Once these products are in production in an institution, the setup and training accounts should be deactivated and removed.
DO DEACTIVATE, EDIT, and PURGE any test accounts created once testing has been completed.
NOTE: There is an Alma Cloud App called "Role Toggler" that can be used to quickly disable a single user's roles; however, you CANNOT use this cloud app to deactivate users. It will only disable user roles, but the user will stay active. Therefore, the "Role Toggler" Alma Cloud App is not recommended by CARLI.
Alma role needed to deactivate users or roles: User Manager or User Administrator
NOTE: If the user record is for a person who is no longer affiliated with your institution, you should also edit the record to assign a Purge Date so that the user can be safely purged from Alma. DO NOT DELETE the record as that may affect statistical data in Analytics.
NOTE: A user is still considered a Named User even if all staff roles on the user record have been disabled. There is an Alma Cloud App called "Role Toggler" that can be used to quickly disable a single user's roles, but you CANNOT use this cloud app to deactivate users. It will only disable the user's roles, and the user will stay active.
To Remove One Role at a Time:
To Remove More Than One Role at a Time:
NOTE: If you wish to NOT remove a role, such as the Patron role because the user is still a Patron but no longer needs staff roles on their account, make sure the box next to it is UNchecked it so that it will not be deleted in the following steps.