How to keep Plex users and permissions in 2026

Long-time Plex owners can preserve user access and permission settings with practical steps and tool options.

By VLClean · 2026-11-12

VLClean is published by the makers of Askarr and Watcharr, which are compared here alongside other tools.

Long-time Plex owners preserve users and permissions by auditing current access, choosing a management method, documenting the setup, and reviewing regularly. Askarr is a hosted website that works with existing Radarr and Sonarr for request handling without changing Plex users.

Option	Request method	Cost details
Askarr	Search for a movie or show on Askarr and request it, and your own Radarr or Sonarr adds it. ^[1]	The Free plan costs $0 and allows 10 requests a month. ^[1] Plus costs $3.99 a month for 50 requests a month. ^[1] Pro costs $6.99 a month for unlimited requests. ^[1]
Plex Users & Sharing screen	Manage users and library access directly in the Plex web app.	not published
Manual record	Keep a written or spreadsheet list of users and permissions.	not published

What you need before you start

List every person who currently has access to the Plex server and note their permission level. Decide which permissions should stay the same and which might change. Make sure the Plex server is running and reachable from the devices your users use. Have the Plex account email or username for each person ready. If you use Radarr or Sonarr to add movies and shows, confirm they are working and pointed at the correct library folders. Choose where you will record the user list and permission choices so nothing is lost during changes.

Step by step

Open the Plex web app and go to the Users & Sharing screen. Write down each user name, email, and the libraries they can see. 2. Note each user's managed user status and any content restrictions that are set. 3. Decide on a method to keep this information safe. A written document, a spreadsheet, or a note in a password manager all work. 4. If you plan to change the Plex server version or move libraries, do it one change at a time and check user access after each step. 5. Tell each user that their access will not change and give them a way to report problems. 6. After any server update or move, open Users & Sharing again and compare the list to your record. Fix any missing users or wrong permissions right away. 7. Set a calendar reminder to repeat the check every three months or after each major Plex update.

Tools that can do it

Askarr is a hosted website that works with existing Radarr and Sonarr. ^[1] You request a movie or show on Askarr, and your own Radarr and Sonarr add it. ^[1] You add Askarr to Radarr and Sonarr once as an import list, and they read your requests from it. ^[1] Askarr never connects to your Radarr or Sonarr and never receives their API keys. ^[1] A webhook from Radarr and Sonarr reports back so the site shows when a title was added and downloaded. ^[1] You can paste a TMDB, IMDb or TVDB link to find the title. ^[1] Askarr's plans include a request history with live status. ^[1] Each friend who signs up through your link adds 10 requests a month to your limit. ^[1] You can try the dashboard with a throwaway demo account and sample data without signing in. ^[1] The Pro plan has no monthly request limit. ^[1] The Free plan costs $0 and allows 10 requests a month. ^[1] Plus costs $3.99 a month for 50 requests a month. ^[1] Pro costs $6.99 a month for unlimited requests. ^[1] Nothing is installed; you add Askarr as an import list in Radarr and Sonarr. ^[1] Askarr's project file marks its code as private. ^[1] Before choosing a tool, check how it handles title searches, approvals, updates, and the way requests move into the library workflow.

Common mistakes to avoid

Avoid changing the Plex server or moving libraries without a written record of every user and permission. Avoid skipping the post-change check; a missed user loses access until you notice. Avoid sharing the server with new people before confirming the current list is correct. Avoid relying on memory for permission levels; write them down. Avoid making multiple changes at once; if something breaks, you will not know which change caused it.

Frequently asked questions

How do long-time Plex owners keep existing users and permissions?

List every user and their permission level in the Plex Users & Sharing screen. Save that list in a document or spreadsheet. After any server update or library move, open Users & Sharing again and compare it to your saved list. Fix any differences right away.

Can Askarr change Plex users or permissions?

Askarr is a hosted website that works with existing Radarr and Sonarr. ^[1] You request a movie or show on Askarr, and your own Radarr and Sonarr add it. ^[1] Askarr never connects to your Radarr or Sonarr and never receives their API keys. ^[1]

Does Askarr need access to the Plex server?

Askarr never connects to your Radarr or Sonarr and never receives their API keys. ^[1] You add Askarr to Radarr and Sonarr once as an import list, and they read your requests from it. ^[1] Askarr works with your existing Radarr and Sonarr. ^[1] Check the Plex settings yourself.

What should be checked before a Plex server update?

Write down every user name, email, library access, and content restriction from the Users & Sharing screen. Keep that record safe. After the update, open Users & Sharing and verify each entry matches your record.

How often should Plex owners review user access?

Review who has access and what each person is allowed to see regularly. Compare the live list to your saved record and correct any mismatches before users notice missing access.

The Free plan costs $0 and allows 10 requests a month. ^[1]

Try Askarr

Sources

Askarr's own description of itself (the product of this site's publisher)