How to set up Shared iPad to manage multiple users on one device

Pass an iPad around a classroom, a hospital ward, or a retail counter, and you’ll see the problem unfold in real time. One device, multiple users, zero built-in support for switching between them. Unlike Macs or Windows PCs, iPads aren’t designed for shared use, unless you know the right way to set them up.

Over 40% of Americans owned an iPad in 2024, and Apple made $27 billion from iPad sales alone. That’s millions of devices being passed between employees, students, and frontline workers—without a seamless way to manage access.^[1]  

Data gets mixed up. Settings get wiped. Security takes a hit. And IT teams? They’re stuck fixing the mess.

So, how do you set up an iPad for multiple users? 

Apple’s Shared iPad setup helps, but it’s not enough. The smarter way? Scalefusion UEM. It keeps shared iPads secure, organized, and easy to manage. 

Let’s see how.

What is Shared iPad?

Shared iPad is Apple’s built-in feature that lets multiple users securely share the same iPad without interfering with each other’s data. It’s designed for businesses and schools where devices are passed around, like classrooms, hospitals, or retail counters. Each user gets a separate, personalized space with their own apps, settings, and data — all protected behind their Managed Apple ID. When a user signs out, their data is saved to iCloud, and the device is ready for the next person. 

But while Shared iPad sounds great in theory, it comes with limitations that businesses need to navigate smartly.

Apple multi-user support: What’s possible and what’s not

Want to set up multiple users on an iPad the easy way? Apple says you can—but only if you play by its rules. As you know, iPads don’t offer true multi-user support for everyday use. Instead, Apple provides a few limited solutions, but they come with strings attached.

For businesses: A locked-in approach

Apple’s Shared iPad for Business is the only official method for multi-user support, but it’s far from a plug-and-play experience. To get it working, businesses need to:

• Enroll devices in Apple Business Manager (ABM) — meaning the iPads must be purchased directly from Apple or an authorized reseller.
• Enable iPad Sharing — a specific configuration within ABM and your MDM.

However, this setup comes with notable limitations:

• No user-level policy enforcement — since profiles aren’t personalized beyond shared access.
• Strict device dependency — Shared iPad only works on supervised devices enrolled via ABM, ruling out personally-owned or third-party purchased devices.

For schools: A similar story

Education gets Shared iPad for Education, managed through Apple School Manager (ASM). Schools can create student-specific Managed Apple IDs, but again, it’s all locked into Apple’s system. IT teams don’t get much freedom beyond what Apple allows.

In this case, Apple dictates the experience, not you. 

Without a UEM in place, managing multiple profiles on an iPad quickly turns into a manual, fragmented process with limited flexibility and far too much effort.

Bottom line? Businesses need more than just “official” options. If you’re serious about managing multiple users on iPads, Apple gives you the framework, but it’s only half the solution. A UEM solution like Scalefusion puts you in charge.

The challenges of managing multiple users on an iPad without UEM

By trying to manage multiple users on iPad without a proper solution, you can expect security gaps, constant resets, and a lot of manual work. Apple’s built-in options don’t offer true multi-user management, leaving IT teams to deal with:

• Data security risks – Without separate profiles, users can access sensitive files, emails, or corporate apps meant for someone else. There’s no way to restrict access per account.
• Manual app & content management – Apple doesn’t provide role-based access for multiple accounts on iPad, meaning IT teams must configure apps and settings manually for every user.
• Device reset hassles – Without Apple Business Manager (ABM), the only way to wipe data between user sessions is a full device reset — EVERY SINGLE TIME. Clearly, that’s not practical or scalable for business use.
• Lack of centralized control – Businesses can’t track usage, enforce security policies, or restrict certain apps without a Unified Endpoint Management (UEM) solution.

For personal use, these limitations are an inconvenience. For businesses, they’re a serious security and productivity risk. The only way to manage multiple users on iPad effectively is via a UEM.

Also read: Introducing Shared iPad management with Scalefusion

Managing multiple users on iPads with Scalefusion UEM

Pre-requisites for setting up Shared iPads

Before configuring shared iPads, ensure the following:

• A Managed Apple ID is required for each user.
• ADE/DEP setup should be completed in the Scalefusion Dashboard.
• The device should be visible under ADE/DEP on the dashboard, meaning it is assigned via ABM/ASM.
• Supported OS: iPadOS 13.4 or later.

Configuring Shared iPad settings

Scalefusion allows two ways to configure Shared iPad settings:

1. Global level – Applies settings universally across all shared iPads.
2. Profile level – Overrides global settings for specific device profiles.

A. Configuring Shared iPads at the global level

1. Navigate to Getting Started > Apple Setup > ADE/DEP on the Scalefusion Dashboard.

2. Click Configure Device Setup Settings and enable Shared iPads under Basic Configuration.

3. Expand Configure Shared iPad Settings and customize:
   • User configuration: Define how many users can log in before older data is removed.
   • Guest sessions: Enable temporary logins that auto-delete user data after sign-out.
   • Session timeout: Set inactivity duration for user and guest sessions.
   • Grace period for online authentication: Define offline login limits before re-authentication is needed.
   • Auto lock & passcode grace period: Manage device lock behavior.
   • Domain setup: Configure up to three login domains for easier access.
   • Skip language & locale setup for new users: Enforce pre-configured language and region settings on shared iPads, skipping user prompts during new logins.

4. Click Save to apply the settings.

B. Configuring Shared iPads at the profile level

1. Create or edit an iOS Device Profile (Company Owned) on the Scalefusion Dashboard.

2. Navigate to Restrictions > Shared iPad Settings.
3. Enable Override Global Shared iPad Settings to configure custom settings at the profile level.
4. Save changes to apply settings for the selected device profile.

How Shared iPads work?

Once a shared iPad is set up:

• Users sign in using their Managed Apple ID.
• If domains are configured, users select their domain before entering credentials.
• After authentication, the system applies settings and apps as per the assigned profile.
• To switch users, sign out and log in with another Apple ID—previous user data remains intact.

Tracking Shared iPad users on the Scalefusion dashboard

IT admins can monitor users directly from the Scalefusion Dashboard:

1. Go to Devices > Select Device > User Accounts.
2. Click on the shared iPad to view details such as total users, logged-in users, and user history.
3. Perform actions like:
   • Logout: Sign out a currently active user.
   • Delete User: Remove a user and erase their data from the device.

Benefits of setting up multiple users on an iPad

1. Effortless Shared iPad enrollment

Scalefusion simplifies Shared iPad enrollment via Apple Business Manager (ABM) or Apple School Manager (ASM). IT teams can bulk-enroll devices, pre-configure them for shared use, and skip repetitive manual setups.

2. Managed Apple IDs made easy

Assign Managed Apple IDs to users directly from Scalefusion’s dashboard — without toggling between multiple consoles. Ideal for education and frontline use cases where user turnover is frequent.

3. Dynamic space allocation

Shared iPad has limited storage that’s divided per user. Scalefusion enables IT admins to monitor storage consumption across profiles and manage capacity proactively to avoid performance issues.

4. Auto-sync of user data via iCloud

With Shared iPad setup, user data — including app data, documents, and settings — syncs automatically with iCloud. Scalefusion ensures this process is seamless, enabling users to pick up exactly where they left off across any Shared iPad device.

5. Role-based access control

Different users — students, nurses, retail staff — require different apps and permissions. Scalefusion allows granular policy mapping based on roles, ensuring every user gets relevant apps and restrictions automatically upon sign-in.

6. Enhanced security & privacy compliance

Shared iPad setup via Scalefusion enforces auto data wipe after user sign-out, ensuring complete data isolation. No risk of leftover credentials, browsing history, or sensitive files from previous users.

7. Centralized monitoring & reporting

Scalefusion provides real-time visibility into Shared iPad usage — number of active users, sign-in trends, storage stats, and compliance violations — all from a unified dashboard.

Simplify iPad multi-user management with Scalefusion UEM

Apple’s Shared iPad feature is useful, but it has limitations. 

Scalefusion iOS device management simplifies the process. IT teams can configure shared iPads, set user limits, allocate storage, and control session timeouts—all from a single dashboard. Employees or students can log in securely, and switch profiles without losing data, and IT admins can monitor device usage remotely.

Ready to see how Scalefusion UEM simplifies shared iPad management? Start your 14-day free trial or schedule a demo with our experts today!

Reference:

1. Statista

FAQs

1. How does Shared iPad work?

Shared iPad lets multiple users use the same device with separate, secure profiles. Each user signs in with their Managed Apple ID to access their own apps, settings, and iCloud data. All other data stays hidden. When they sign out, their information is saved and the iPad is ready for the next user — without any data overlap.

2. Can I set up my iPad for two users?

By default, iPads don’t support multiple users like a Mac or Windows PC. However, Apple’s Shared iPad feature allows businesses and schools to create separate user profiles — but only on devices enrolled through Apple Business Manager (ABM) or Apple School Manager (ASM). Without this setup, standard iPads can’t have two user accounts.

3. How to set up Shared iPad temporary session?

Temporary Session on Shared iPad lets users sign in without a Managed Apple ID — perfect for guest access. IT admins can enable this option through Scalefusion MDM. Once activated, users can access the iPad with limited functionality, and all data is automatically wiped after sign-out for privacy and security.

4. How do I convert an iPad from Shared Device Mode to Shared iPad mode?

To switch an iPad from Shared Device Mode (SDM) to Shared iPad mode, you’ll need to remove the existing SDM configuration from your MDM console. Once done, re-enroll the device through Apple Business Manager (ABM) and enable the Shared iPad configuration profile. This allows the device to support multiple users with separate profiles, Managed Apple IDs, and personalized data storage. Keep in mind — both modes serve different use cases, so switching requires a fresh setup and device supervision through ABM.