Create a user

How-to guide Who can do this: Platform Operator, Tenant Owner, Tenant Admin, Merchant Owner, Merchant Admin

Open Users, click Add User, fill in the username, password, organisation details and role, and save. The new user can sign in at once with that username and password.

Before you start#

• Who can do it: Tenant Owner, Tenant Admin, Merchant Owner, Merchant Admin and the Platform Operator. A Tenant Supervisor sees the Users list but no Add User; Tenant Accountant, Merchant Supervisor and Merchant Accountant do not see Users at all.
• Where: Users in the sidebar.
• Have ready: the username the person will sign in with, a first password, and the role they need. Which role fits which job is described in Roles and permission groups.
• Drivers are not created here. A driver's login is set up on the driver form; see Give a driver a Driver App login.
• Many people at once? Use Import on the Users list instead; see Prepare a driver or staff import file.

Steps#

1. Open Users and click Add User. The New User form opens.
2. In Identity, type the Username. It is required and must not be used by any other account on the platform; a phone number such as 0912345678 is accepted. Fill in Email address, First name, Last name, Phone number and Job title as you need: all are optional, and the email may be one another account already uses, such as a shared company mailbox. A user with no email, or one shared with another account, cannot reset a forgotten password themselves and must ask an administrator; see Reset a forgotten password.
3. In Authentication, type the first password in Password and again in Confirm password.
4. In Role & Permissions, choose the Role. The list shows only the roles of your own kind of organisation: the four tenant roles for a tenant, the four merchant roles for a merchant. A platform staff account sees all nine roles. You can leave it empty, but a user without a role has no portal permissions.
5. In Org Affiliation, choose a Tenant department or Merchant department if you use them. The user is placed in your own organisation, and you only see the department picker for it. A platform staff account sees all four fields — Tenant, Tenant department, Merchant, Merchant department — and the department must belong to the organisation chosen.
6. In Status & Security, leave Active ticked so the user can sign in.
7. Click Save. You return to the Users list with "User created successfully."
8. Give the person their username and password through a channel you trust. The portal does not send the password.

What happens next#

• The user can sign in at once with the username and password; see Sign in to the portal and the Driver App.
• A user with an email address gets a welcome email. It is sent in the background; if sending fails, the user is still created with their role. A user with no email gets none.
• The creation is recorded in the audit log, with the role the user was given. What the audit log holds is on Audit log.
• The user appears in your Users list. What every field means is on User accounts.

Rules and limits#

• One organisation, your own. A tenant or merchant operator always creates users in their own organisation. A request that tries to place the user in another organisation is refused.
• The department must belong to that organisation. Only active departments are listed; an inactive department cannot be chosen.
• Password rules: at least 8 characters, not a common password, not only numbers, and not too close to the user's username, name or email address — the same rules as self sign-up.
• One role per user. A user holds at most one role. To change it later, see Change a user's role.

If something goes wrong#

Related#

• User accounts
• Change a user's role
• Roles and permission groups
• Give a driver a Driver App login
• Prepare a driver or staff import file