Creating & Editing Users

Where to find it: Manage → Users → New User, or click a user to edit

Creating and editing users use the same set of details. This article covers those details, the ways a user can sign in, their profile picture, and their personal access key.

Creating a User

To Create a User

1. On the Users page, choose to create a new user.

2. Enter their first name, last name, email, and timezone.

3. Choose their role, and the company they belong to.

4. Set how they’ll sign in (see Sign-In Methods below). For a standard password login, set a password.

5. Save to create the user.

Note: If the user signs in with Google or Microsoft, they’ll receive an invitation email with instructions to set up their sign-on.

Editing a User

Editing offers the same details as creating. A couple of points to note:

• Leaving the password blank keeps the user’s current password unchanged.

• The company can be changed by administrators.

Sign-In Methods

Each user signs in using one of these methods:

Method	How they sign in
Standard	With a username and password. A password field is shown.
Google	Through their Google account. No password is needed.
Microsoft	Through their Microsoft account. No password is needed.

If you switch a user from a standard password to Google or Microsoft, the form asks you to confirm, then sends them an invitation email with a one-time link to activate the new sign-on. The user has to click that link before the new method works.

Note: When switching a user to Microsoft, you’ll see a reminder to ask them to check their spam folder for the invitation email — these can sometimes be filtered.

Profile Picture

A user’s profile picture is drawn automatically from Gravatar, based on their email address. If they have a Gravatar set up for that address, it appears in the dashboard.

Personal Access Key

Each user has a personal access key, shown as read-only on their edit page. It’s used when connecting to the dashboard through its external connection rather than for normal sign-in.

Note: Senior administrators have an option to regenerate a user’s access key. Doing so replaces the old key immediately, so any connection relying on the previous key will need updating.

Best Practices

• Assign the lowest role that fits. Give people the access they need and no more, Viewer for read-only, Regular user for content work, Administrator for management.

• Use the right sign-in method. Google or Microsoft sign-on is convenient where your organisation already uses those accounts.

• Tell users to expect the invitation. When setting up Google or Microsoft sign-on, let the person know an email is coming, and to check spam.