Master Multi-User Systems in Bubble.io: Roles, Permissions, and Security 🚀

Hey,

f you’re building an app with multiple user types—like admins, staff, or customers—you need a solid system to manage permissions and roles. Creating a secure, scalable multi-user system can seem tricky, but Bubble.io makes it easier than you might think.

This week, we’re diving into how to build a robust multi-user system in Bubble.io. Let’s make your app smarter, safer, and more functional for every user!

1. Set Up User Roles in Your Database

The first step in building a multi-user system is defining and organising user roles. This will help you manage what each type of user can access and do.

How To Do It:

1. Go to your Data tab and add a field called Role to the User data type.

   • Example roles: Admin, Staff, Customer.

2. Use Option Sets for roles if they’re static. This makes your app faster and easier to maintain.

3. Assign roles during user signup or through admin workflows.

Example Workflow:
“When User signs up, set Role = Customer.”

Pro Tip: Avoid using generic role names like “User” or “Manager.” Be specific about what each role represents in your app to avoid confusion later.

2. Build Role-Based Navigation

Different users often need different interfaces. Role-based navigation ensures users see only the pages and features relevant to them.

How To Do It:

• Add conditional workflows to your navigation buttons or links:

  • Example: “Only When Current User’s Role is Admin” → Show the Admin Dashboard button.

• Redirect users to different landing pages after login based on their role:

  • Example: Admins go to /admin, while customers go to /dashboard.

Pro Tip: Use a single navigation bar and hide/show buttons dynamically instead of creating separate nav bars for each role. It’s easier to manage!

3. Use Privacy Rules for Data Security

Privacy rules are essential for ensuring users only access the data they’re allowed to see. This is especially important for apps with sensitive or personalised information.

How To Do It:

1. Go to the Privacy tab under Data.

2. Set rules for each data type (e.g., Orders, Profiles):

   • Example: “Only when This Order’s User = Current User” → Allow view access.

   • Example: “Only when Current User’s Role is Admin” → Allow full access.

3. Test privacy rules thoroughly by logging in as different user types.

Pro Tip: Always set privacy rules as restrictive as possible by default. Loosen them only where necessary.

4. Create Admin Panels for Managing Users

An admin panel gives you control over managing users, roles, and app settings without needing to modify the Bubble editor.

How To Do It:

• Build a Repeating Group that lists all users, with search and filter options for easier management.

• Add admin-only actions, like:

  • Updating user roles.

  • Deactivating accounts.

  • Viewing usage statistics.

Pro Tip: Use workflows to log admin actions (e.g., role changes) in an audit trail. This adds transparency and accountability.

5. Test Your App for Role-Specific Bugs

When building multi-user systems, bugs often arise from incorrect permissions or navigation logic. Testing as each user type is critical.

How To Do It:

• Use the Run As feature in the Data tab to test workflows and page visibility for different roles.

• Check for broken navigation, missing elements, or unauthorised access.

• Create test accounts for each role and walk through their user journey.

Pro Tip: Involve beta testers who represent each user type to catch edge cases you might miss.

6. Advanced Tip: Dynamic Roles and Permissions

If your app needs more flexibility (e.g., customised permissions for each user), consider building a dynamic role system.

How To Do It:

1. Create a new data type called Permissions with fields like:

   • ViewDashboard (yes/no)

   • EditOrders (yes/no)

   • ManageUsers (yes/no)

2. Link these permissions to each user.

3. Use workflows and conditions to check permissions dynamically:

   • Example: “Only When Current User’s Permissions → ViewDashboard is Yes” → Show the Dashboard.

Pro Tip: This approach is ideal for apps with complex user hierarchies or frequent role changes.

That’s a Wrap! 🎉

Building a secure, scalable multi-user system might seem complex, but with these steps, you’re well on your way to creating an app that works seamlessly for every type of user. Start with basic roles and permissions, and expand as your app grows.

What feature are you most excited to add to your multi-user system? Hit reply and let me know—I’d love to hear your ideas!

Until next week,
Stackless