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User Creation

Create new user accounts and manage employee onboarding

Overview

The User Creation feature allows authorized personnel to create new employee accounts, import users from CSV files, and manage the initial setup of user profiles. This feature is restricted to users with the canEditCreateUsers permission.

Creating Individual Users

User Creation Wizard

The user creation wizard guides you through the process of setting up a new employee account:

  1. 1. Basic Information - Enter first name, last name, and email address
  2. 2. Employment Details - Set position, department, work location, and employment status
  3. 3. Personal Information - Add preferred name, personal email, phone number, and dates
  4. 4. Account Setup - System generates secure password and creates account

Required Information

Essential Fields

  • • First Name
  • • Last Name
  • • Work Email Address
  • • Department
  • • Position

Optional Fields

  • • Preferred Name
  • • Personal Email
  • • Phone Number
  • • Start Date
  • • Birth Date

CSV Import

Bulk User Creation

Import multiple users at once using a CSV file. This feature is particularly useful for:

  • • Onboarding new employee groups
  • • Migrating from other systems
  • • Setting up seasonal or temporary workers
  • • Initial system setup

CSV File Format

Your CSV file must include these required columns:

Required Columns

  • • firstName - Employee's first name
  • • lastName - Employee's last name
  • • email - Work email address

Optional Columns

  • • password - Initial password (if not provided, system generates one)
  • • preferredName - Preferred name if different from first name
  • • personalEmail - Personal email address
  • • phoneNumber - Contact phone number
  • • position - Job title
  • • department - Department code
  • • workLocation - Work location
  • • employeeStatus - Employment status
  • • startDate - Start date (YYYY-MM-DD)
  • • birthDate - Birth date (YYYY-MM-DD)

Password Management

Automatic Password Generation

When passwords are not provided during user creation, the system automatically generates secure passwords that meet these criteria:

  • • Minimum 12 characters in length
  • • Contains uppercase and lowercase letters
  • • Includes numbers and special characters
  • • Cryptographically secure randomization

Welcome Email Notifications

After creating users, you can send welcome emails that include:

  • • Login credentials and temporary password
  • • Link to the portal login page
  • • Instructions for first-time login
  • • Password change requirements

Department Codes

Available Departments

When creating users, you can assign them to the following departments:

  • • EXECUTIVE_OFFICE
  • • MARKETING_TEAM
  • • ACCOUNTING_TEAM
  • • SALES_TEAM_I
  • • SALES_TEAM_II
  • • SALES_TEAM_III
  • • WAREHOUSE_TEAM
  • • HUMAN_RESOURCES_TEAM
  • • TECH_TEAM
  • • TEST_TEAM
  • • SUPPLY_CHAIN

Work Locations & Employee Status

Work Locations

  • • Headquarter - Main office location
  • • Remote - Remote work arrangement
  • • Field - Field-based positions

Employee Status Types

  • • Hourly - Hourly employees
  • • Salary - Salaried employees
  • • Contract - Contract workers
  • • Intern - Intern positions
  • • Part-time - Part-time employees

Best Practices

Before Creating Users

  • • Verify email addresses are valid and accessible
  • • Confirm department assignments with HR
  • • Ensure you have all required employee information
  • • Review company policies for new user setup

After Creating Users

  • • Send welcome emails with login credentials
  • • Verify users can access their accounts
  • • Assign appropriate permissions and team memberships
  • • Schedule orientation and training sessions

Security Considerations

  • • Use secure channels to communicate passwords
  • • Require users to change passwords on first login
  • • Monitor for suspicious account activity
  • • Regularly audit user accounts and permissions

Common Issues & Solutions

Email Address Conflicts

If you encounter "User already exists" errors:

  • • Check if the email is already in use by another employee
  • • Verify the email address is spelled correctly
  • • Contact IT support if you need to reactivate a deleted account

CSV Import Errors

Common CSV import issues and solutions:

  • • Ensure CSV headers match exactly (case-sensitive)
  • • Check for special characters in names and data
  • • Verify date formats use YYYY-MM-DD format
  • • Remove any duplicate email addresses
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