There are multiple ways to create users in the platform. In this article, we'll go through all of them so you can find what suits your needs.
Integration
With a user integration, user creation is automatic. For activation, users can typically activate their accounts via:
Automatic Activation Email: Users receive an email with a unique link to set up their password.
Single Sign-On (SSO): Users can log in using existing SSO credentials.
For users without an email, a custom one-time password or SMS solution can in some cases be set up (additional costs apply, reach out to your contact person for more information).
Activation Email or SMS
Activation emails can be sent automatically when users are created if enabled in your communication settings, and these can also be resent if needed. This email contains a unique activation link for users to set up their passwords. The same thing applies for getting is sent via SMS.
Single Sign-On (SSO)
If your organization uses SSO, the users can log in seamlessly without needing a separate password, using their existing SSO credentials.
Good to know💭 SSO could, in some cases, be used for user creation if an integration is not possible. Users will only be created in the platform upon their first SSO login. This may affect automatic updates, user assignment, and overall user engagement. Reach out to the [email protected] to discuss further.
Self-Sign Up
A self-sign-up form can be enabled on the platform, allowing users to create accounts with a username and phone number or email. Default settings include:
Automatic assignment of a Default Permission Type and Default Job Profile.
Automatic assignment to a Default Department or User-selected Department.
This form appears on the login page as an option: "Don't have an account? Create one now!"
It is also possible to set up this flow via department-specific QR codes or links. Learn more here!
Manual User Creation
Users can be created or uploaded directly to the platform:
Manually: One-by-one user creation. This is done by clicking create in user management and then filling in the mandatory spaces.
Excel Upload: Use the import template available under User Management, which can be imported under the 3 dots. If you need the template to fill out, you can download it from here as well.
Note: The import is one-time and does not overwrite existing information.
Good to know💭
Required Information for User Creation:
First Name
Last Name
Job Profile
Department
Permission Type
Email or Username + Phone
Language
Activation Options
Via Activation Email (if users have email addresses).
One-Time Password: Can be granted manually under User Management or specified in the Excel import template.
Via Activation SMS
FAQs
Q: Can users log in with both email and username if they are created with username + phone number, and later an email is added?
A: Yes, they can use both.
Q: If SMS notifications are purchased and enabled, will the platform then send emails to users with an email and SMS to those without one?
A: If both optiona are enaled, and the user both has an email and phonenumber both options will be sent.