Users

How to create, import, update, export and activate new and existing users.

eloomi Admin avatar
Written by eloomi Admin
Updated over a week ago

If you wish to learn about a specific topic, simply navigate to the timestamp specified in the below list or read through the article.

Timestamps:
Create new user (00:32)
Import new users (03:16)
Add users to departments & teams (04:36)
Activation of user (05:30)
Department and organisational overview (06:42)
Updating existing users (07:25)
Export users (11:02)
User activation methods (12:14)
Duration (14:50)

To create new users you can do so manually, or you can bulk import users using the excel template provided in the platform.

In this section we will explain how to add a new user manually.

To learn how to Bulk Import New Users, Click Here.

Navigate to Admin>Organization>Users and click on Create New User.

Here you will enter the basic user details of the user that are required to create a new user. You will need a First Name, Last Name, E-mail and/or Username. The username is not required but can be used when the user does not have an email. If you add both a username and email, then the user can login to the eloomi platform using either option.

Note: if an email is not specified, the user will not receive any email notifications from the platform.

Next you can fill out the Personal Details, but this is not required to create a user. You can fill this out when creating the user or it can be completed later by editing the user profile.

Note: Once the user is activated, users can also edit their user personal settings by clicking on their Display Picture in the upper right hand corner and clicking on “Settings”.

Next you can fill out the Organizational Data. Two properties to consider when filling out during the user creation is the Department(s) and/or Team(s) the user will be part of, as well as their Direct Manager (if any). See both screenshots below:

Note: You can also specify a Department Manager for all users in a department when creating/editing Departments.

Next you can fill out the Access Control. Here you can select if a user will be a normal User or an Admin on the platform.

Note: Admin’s will have full visibility and control of the platform. If you have a manager (for example) that needs additional visibility than a normal User. You can make the manager a User and then grant them permissions through an Access Group you create. To learn more about user roles Click Here.

The Activation toggle if enabled, will mark the user from Inactive to Pending and will automatically send an email to the user requesting them to Activate their account. If the Activation toggle is not enabled, then the user will be created as Inactive and no email will be sent. You can then choose when you wish to activate the user at a later time.

Note: You do not need to create a password for a user unless:

  1. they do not have an email (you create them with only a username)

  2. They are instantly activated

In both these scenarios you will need to share the password you chose with the user through other means.

Final step is you click on “Create User” and your user will be created!

If you wish you Bulk Import Users you can do so by using the excel sheet provided on the platform.

You will navigate to Admin>Organization>Users and click on Import New User, then click on the blue “here” hyperlink to download the excel template.

To learn more on how to Bulk Import Users Click Here.

In this Section we will learn how to add Users to Departments and Teams.

To add users to a department navigate to Admin>Organization>Departments. Then locate the relevant department and click on the Department Assignments icon. Users already assigned to the department will appear in the User Assignments list. To add New Users to this department, click on Assign Users. Then you can mark the user(s) that you wish to add and click on Assign User.

Note: In Department Assignments you can also see which Modules and Programs are assigned to the selected department.

This same method is used when assigning users to a Team. Navigate to Admin>Organization>Teams. Locate the relevant Team, then click on the assign icon. Users already assigned to the team will appear in the User Assignments list. To add New Users to this Team click on Assign Users, mark the relevant users and click Assign User to assign.

In this section we will learn about activation of users.

To activate users navigate to Admin>Organization>Users. From here you can select the relevant user(s) you wish to activate or you can use the Left hand navigation bar to filter through your users. Once you have selected the correct users to activate, click on the top icon to “Activate Selected Users”.

Here you can now choose the activation type:

"Standard”- activation will send an email with activation link to the user through which they can create their own password.

"Pre-Generated Password”- will send a randomly generated password to the user via email.

"Instant”- activation (recommended with SSO and usernames) will force activate the user without sending them an email.

Note: You can also active an entire department of users using the Left hand navigation bar (shown above) and clicking on the Department Overview and the department you wish you activate. Then you can select all the users and Activate Selected Users.

In this section we will learn how to Update Users in the platform.

To update users navigate to Admin>Organization>Users. Then select the user you wish to update and click on the pencil icon to Edit. Find the property you want to update and click on Update User.

To update multiple users simultaneously, you can do so by updating the excel bulk user import used when creating your users. When the excel is updated, you can then navigate to Admin>Organization>Users. Click on Import New User, select the updated file in the Import File selection and clicking Import Users. To learn more about Bulk Import of Users Click Here.

In this section we will learn how to Export Users into an excel file.

To export your users navigate to Admin>Organization>Users and click on Export Users.

Here you can select all the properties that you wish to see in your export, such as User Status, Department, Title, Access Group and any information regarding the users. When you are satisfied with your selection click on Export and the excel will be downloaded on to your computer.

Note: To edit whether pending users should receive emails or select an activation type for the entire platform, you can navigate to Admin>Settings>Company Details and scroll to Email Details.

To learn more about the different user activation methods, click here

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