What makes someone an “Apsona Admin”?

Apsona does not have a separate checkbox inside the app to define admins. Instead, Apsona relies entirely on Salesforce system permissions to determine who can administer Apsona.

A user is considered an Apsona Admin if they are a Salesforce administrator, meaning their Salesforce Profile or assigned Permission Set includes the required system permissions, specifically:

  • Manage Users

  • Modify All Data (recommended for full admin access)

Most often, users with the standard System Administrator profile already have these permissions, which is why they automatically see all Apsona admin features.

Why can only certain users see Apsona Settings, Configurations, and Manage Licenses?

When Apsona loads, it checks the user’s Salesforce permissions and conditionally shows menus:

  • Manage Licenses
    → Visible only to users with the Manage Users permission

  • Settings / Configurations / Apsona Items
    → Visible only to users with admin-level permissions (typically Manage Users + Modify All Data)

Managing license information:

As a Salesforce administrator, you can use the Manage Licenses feature to view and manage Apsona licenses in your org. This includes:

  • Viewing the Apsona products installed in your org

  • Seeing the number of licenses per product

  • Managing which users are assigned to the add-on

These capabilities are available via the “Manage Licenses” menu item under:

Apsona → Settings → Manage Licenses

Important:
This menu item is visible only to administrators, meaning users whose Salesforce Profile or Permission Set includes the Manage Users system permission. Users(Non SF-Admin) without this permission will not see the Manage Licenses option at all.

Where exactly is this controlled in Salesforce?

You can find and manage this here:

  1. Go to Salesforce Setup

  2. Navigate to Users → Profiles or Permission Sets

  3. Open the relevant Profile or Permission Set

  4. Go to System Permissions

  5. Look for and enable:

  • Manage Users

  • Modify All Data

There is no Apsona-specific checkbox for admin access, it is fully driven by these Salesforce permissions.

Summary:

  • Apsona admin access is not role-based inside Apsona

  • It is controlled by Salesforce system permissions

  • Manage Users is the key permission for license management

  • Modify All Data ensures full access to Apsona Settings and Configurations

  • Best practice is to use a Permission Set, not profile cloning.