Users
"Users" refers to the individuals who have access to the system. These are the staff members or team members who can log in to 1Place to complete tasks, checklists, view reports, or manage settings depending on their assigned role or profile.
In this article, we will walk you through on how to:
How to: Add New Users
As a 1Place admin or Super User, you can add and manage other system users through the 'Users' section. (Settings, then Users):
Users can be added via three (3) different options:
Add Users (easiest for one at a time)
Add User Wizard (step-by-step wizard version of manually adding a new user)
Upload Users (convenient for adding multiple users at once)
✔ Add Users
An individual User can be added to the system by clicking the green '+ Add User' button.
Enter all the required details for the new user, including an initial set-up password (minimum of 10 characters, 1 upper case), time zone and select a Profile option.
Once you’ve selected the rooms the new user needs access to, click the green “Add” button to complete the process.
✔ Add User Wizard
This is a step-by-step wizard version of manually adding a new user. This wizard will guide you and give you options to think about what access each user may require in more specific orders.
To add a new User via the Wizard, click the green '+ Add User Wizard' button.
Step 1 - Details
This step requires you to set the basic details such as first + last name, email address and the password for this new User.
Step 2 - Custom Fields
If required you can complete (some of) the Custom Fields, and also set the 'Person Type' at the bottom of this page.
Please note: this step only shows when you have access to the People Manager module.
Step 3 - Profile
You can either select an existing Profile from the dropdown list, or if there's no suitable option in the dropdown you can choose to add a new Profile. All Profile Permissions will show after you give access to a module.
Step 4 - Room Access
In step 4 you determine which Room(s) the new User should get access to. You can do this by either selecting individual Rooms or Room Aliases.
Step 5 - Center / Room Group Contacts
Here you can assign the new User to different Group Contacts (roles) for the existing Centers and Rooms.
Group Contacts - These are the key people or contact assigned to each Room, or Center. These are often managers, or supervisors, that will be notified first when a ticket, incident or hazard is submitted. They are the ones linked to resolve, close or delegate these tickets. For more information about Group Contacts, please refer to this article; Group Contacts.
Please note: after completing step 5 the User will be created.
Step 6 - Tickets / Incidents
This step is mainly a reminder to add your new User into existing Ticket / Incident Categories if applicable.
✔ Upload Users
The Upload User facility is utilized when you have a group of users or bulk users to enter into the system.
To do that:
Click on the green 'Upload Users' button.
Download the Excel User Template.
Select Users, Rooms or Status if needed. Move all the filters in Column to the right and select 'Generate Template from filters' for the spreadsheet or uploader to be downloaded in your computer.
Note: We recommend to generate the template with other user's information (i.e. filters), so you can easily tell which columns need to be completed/can be skipped.
Once downloaded, enter all the details for the Users into the excel spread sheet. Here’s a list of some of the required details and columns in the uploader:
First Name
Last Name
Email Address
Profile (must already exist in the system, entered via Profiles)
Password (each user must have a password)
Rooms/Room Aliases (must already added in the system)
Having these details ready will help you avoid errors and save time when uploading the template to the system.
Sample Uploader Template:
Note:
If you delete the entire column, or didn't select some of the columns in the above step 2, the details will remain empty, or remain the same if you're updating existing user details via uploader.
Once complete, save the excel file, upload it by "Select File" then click on the green "Next" button.
The file will be validated and you'll see a summary of any potential errors.
If the data is correctly loaded click on the green Upload Data button to complete the process
If the data is not correct as per an error message shown, click on the grey Cancel button to cancel the upload. Review the information in the file.
Once your data and formatting has been amended correctly, you can proceed with the upload process again.
"Send Email" will send out the login activation email to the new user/existing user. If the user has never logged in 1Place before, tick off on this checkbox.
You can review the details you have entered here, and if you're happy with them, click on the green "Upload Data" button.
How to: Select profile for Users
"Profiles" is the collection of settings, preferences, and identifying information tied to specific roles within 1Place. Profiles customize the user experience, control access, and allow you to group and manage users effectively. You can select a Profile type from the drop-down box to see the details of each one. You can set up a new user with an Existing Profile, Create New Profile, or choose Super User Profile to set them up as an admin.
Existing Profile: Select an existing profile from the Profile drop-down. This gives the new user the same access as other users with that profile.
New Profile, using existing profile as a template: This route can be used when you have an existing profile which has the majority of permissions needed, but it needs either less or more access permissions required.
New Profile: Select 'Create a New Profile' from the Profile drop-down. Enter the New Profile Name, and then set the profile permissions as required.
Select an existing profile to use as your template from the Profile drop-down box. Once selected, rename the profile. You may also potentially want to change some permissions, such as access by region, room or checklist.
For example, your new user could be “User B”. They need a profile which has similar permissions as that of another user (“User A”) but they are in a different position.
By using Profile A as a template, you would only have to change the access permissions relating to their role.
The Profile for a specific existing user can be accessed by clicking on that user’s Profile name.
This takes you to their Profile set-up page and allows you to amend the record if required.
Note: If the Profile has been assigned to several users any changes will affect all users.
To learn more about "Profiles", please refer to the below link:
How to: Manage existing Users
Through the 'Users' Setting all Users within 1Place instance can be added and managed.
By using the filter you can search for Users by First + Last Name, Email Address and you can also use the 'Status' filter.
The Status filter has 3 options:
Active; all Users that can currently access 1Place
Inactive; all Users that have been 'Deactivated'. Inactive Users are no longer has access to 1Place system and they will not appear in the user list of Ticket Categories, or as Center / Room Manager. To make a User inactive, click on the First Name, followed by the red 'Deactivate User' button.
Archived; all Users that have been 'Archived'. Archived Users can't login, but all other functions remain intact. To archive a User, click 'Archive' on the right side.
The Actions on the right allow you to:
Edit the User Details
Change the User's Password
Email the User to change their Password
All of these Actions can also be achieved by clicking on the User's First Name, entering the record and clicking the green buttons as per below.
You can also bulk update the status of users via 'Upload Users'. This feature takes the same steps across other modules such as Rooms, Center etc.
Here is an article that shows the step by step how to bulk update the status of rooms which you can follow on the User page instead.