Everything revolving around User Management can be found in the Directory tab in the main Navigation. From here you can edit organizational permissions, invite users, reset passwords, and delete users from your organization.
Individually Inviting Users to Your Organization
Adding users to your organization is easy! In order to send a user and invite to your organization, click the Add Member button at the top of the Directory Members page, then select Invite Members.
Simply key in the user’s first name, last name, and email address. The Role column can be used to assign an organization-level permission to the users who will be invited from this list. Once finished, click the Invite button to finalize the process and create the new user accounts.
Multiple users can all be invited simultaneously by clicking Add Another. This will allow you to add multiple people to this single invitation.
One of the final steps of the invitation process will be to deliver the Temporary Password to the newly invited user. This can be accomplished in many ways. Leaving the checkbox shown above enabled, those temporary passwords will be delivered automatically! However, if you prefer to send them later, uncheck the Send Invite option and click Add. You'll be returned to the Directory page. Use the 3-dot menu next to this user's name and click Share Temp Password. Copy/Paste this temporary password from the confirmation screen to send in an email or chat program of your choosing. Alternatively, clicking the Create Password Email button will open your computer's default mail program (such as Outlook) and begin crafting a customizable email with all of the password information pre-populated.
IMPORTANT: The Share Temp Password button will only appear until the page is refreshed. Once the user's status switches from Temp Password to Hidden, you'll need to use the Reset Password button to get a new password for this user.
Inviting User with Existing On-Board Accounts
When inviting users into your organization, you might not know if they already have an existing OnBoard account or not. That’s OK! The invitation process is very much the same, except you will not receive a temporary password to give to this user. Following the same process as described in the step above, you’ll type in the user’s Email Address, First Name, Last Name, and then click the Invite button.
However, this time, you will not see a temporary password to distribute. This is the dead giveaway that the user already has an existing OnBoard account, and just needs to accept their invitation to join the new Organization. Instead of a temporary password or “Password Hidden” displayed in this user’s status, you will see “Invite Pending”.
Clicking Remind from the 3-dot menu will send an email alert to this user prompting them to log in and accept their invitation. To complete this process, the user will simply need to log into OnBoard and accept their link to join the organization.
Inviting Users to Your Organization in Bulk
You can also invite users to your organization in bulk by using the CVS Import feature. This is a great option for getting a large number of users into OnBoard quickly. To start the bulk import, click the “Import CSV” button on the Invitation menu.
IMPORTANT: CSV stands for “Comma Separated Values”. It is important to NOT include any commas anywhere in the CSV file prior to the upload. This will cause the import to fail.
From here, you will want to click the hyperlink shown below to download the sample CSV Template. A file will be downloaded to your computer. You will need to populate this document with your users’ profile information. There are a few fields that you must enter for the upload to work correctly.
- First Name
- Last Name
Once you have the CSV file populated with the required information make sure to save the file and then click the Browse button on the import users screen. This will allow you to browse out and find your populated CSV file. After you have selected the file, your user’s information will be validated to make sure it is in the correct format. Review your data one more time to make sure everything is correct and then click the Import button.