How to create Users

Permission needed:

Users with the role permission “Can manage users” can create users individually or through file import and assign them to their own unit or their sub units. The permission also lets users edit and delete users in their own unit and sub units. This means that you can choose to manage all user creation centrally, or to delegate user management to local managers.

How to create users individually
How to bulk import users
How to sync users from Microsoft Entra ID

🔹 How to create users individually

1. Click Contacts → People in the left hand menu, and click Create User

   

2. Fill out mandatory fields:

   • First & last name

   • Unique email address (used for login & password reset)

   • Assign one Unit

   • Assign one Role within that Unit

   • Optionally, fill out remaining fields
   • Click create

3. After clicking Create, you can choose to send a welcome mail immediately. If you want to wait with an invite, you can always send a welcome mail later. 

💡Tip: If a user should belong to multiple Units, use the Add membership option on their profile later

🔹 How to bulk import users

Permission needed: Role permission “Can manage users”

1. Navigate to Contacts 

2. Click the three dots (...) in the top right corner
3. Choose User imports
4. Click Import

5. Download the Excel template

6. Fill in at least the required fields: first name, last name, email, unit, and role(s)

   Note: In the excel template, you can select which unit and role to assign the users you are importing. The template is unique for where in the organisation you are located, so that you can only choose to import users to your own unit and sub units.
   
   Note: You can assign a user multiple roles in the same unit by comma separating the roles. For example: crew,teamleader

   

7. Once you have filled out the document and saved it, again go to Contacts -> User imports -> Import and Select document to upload it.

8. Choose whether to send welcome emails now, or to wait with invitations.

9. Click Start Import — you can view the log to see details of any user creation that failed

💡Tip: Each email must be unique. You can reuse an import file to update existing users

10. Done! Your users will be listed under Contacts

🔹 How to sync users from Microsoft Entra ID

This method automates user creation, updates, and deletions from your Microsoft Entra ID directory.

Permission needed: Only a Platform Admin can configure integrations

For a full guide on how to set up an integration with Entra ID for user sync - check out his article: Microsoft Entra ID Synchronization