For necessary background, please preread User Roles & Access Explained before proceeding with this article.
Purpose
Add a new user, assign their access level, and activate their login credentials. Only users with Client Administrator access can perform this task.
Step 1: Open the User Administration Screen
Navigate to System > User admin.
Step 2: Create the User Profile
Click New User
Enter the person’s First name, Surname, Email, and other required details.
Select the appropriate Access level:
• Client administrator: Gives the user full access to all locations.
• Restricted user: Allows you to define access permissions (No access, Read only, or Full access) for each location individually.Select Default Access for New Locations to control how the user will access newly added locations. This prevents users from receiving no access or more access than intended when new locations are created.
Enable or disable email notifications as needed. They may change these later.
Step 3: Save the User
Click Create. The new user will be added to your organization’s user list.
If you receive an "Invalid email address" error, tick the Use this email address anyway option and click Create.
➜ For more on this topic, read: How To: Bypass an "Invalid Email Address" Message
⚠️ Watchouts
Admin access is unrestricted: Client Administrator gives full visibility and configuration control, so assign it only where that level of authority is intended.
Restricted access is explicit: A Restricted User only sees locations they are granted, and their visibility is influenced by both location permissions and the Default Access for New Locations setting.
💡 Tips
If emails do not arrive: Check spam, then refer to How To: Troubleshoot Email Delivery Problems for delivery diagnostics.
Limit administrator accounts: Fewer admins help maintain control, reduce accidental changes, and support cleaner audit oversight.
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