Adding a user

Before you start

Create the person's company first. Company drives most access rules, and a user created without one is the most common setup mistake in the product.

Adding somebody

Where: Admin → Users → + New User

1. Click Admin in the top menu.

2. Click Users in the row of tabs.

3. Click the blue + New User button on the right.

   

4. Fill in each field:

Field	Notes
Username	What they type to sign in. Must be unique across the portal.
Email	Where their password is sent. Must be real and reachable.
Role	See below.
Company	Always set this.

5. Click Save.

The password is generated and emailed automatically. You never see it, and neither does anybody else.

Choosing the role

Role	Can	Give it to
Standard	See and work on their own records	Most people
Admin	The above, plus manage people at their own company	One or two per company
Super Admin	Everything, for every company	Whoever runs the portal

Be sparing with Super Admin. It crosses company boundaries, which is precisely what the rest of the model exists to prevent.

Why the company field matters so much

A blank company matches no company rule. The symptoms are confusing and rarely point at the cause:

• Their Admin cannot see or manage them.
• Report folders shared with their company do not appear.
• Apps assigned to their company do not appear.

All three are the same missing field.

After creating them

A new user has a role and a company but no specific access yet. Decide:

Next	Page
What they may do	Permissions
Which records they may do it to	Sharing
Whether they are tied to one account	Account scoping

What goes wrong

Symptom	Cause
"Username already exists"	Usernames are unique portal-wide, including inactive users.
No welcome email	Check spam; then check email deliverability in Setup Assistant.
They sign in but see nothing	Permissions without sharing.
Save is refused	You may have hit a licence limit.