Usernames in SiteCapture must be unique across all organizations using the platform. Each username should represent a single individual and must not be shared with others. To help ensure uniqueness and simplify user management, we recommend using the individual’s email address as their username. If a username has already been used by someone in another organization, you’ll receive an error when attempting to add it again. If you prefer not to use an email address, make sure the username includes a unique identifier—such as the company name, department abbreviation, or user initials—to avoid duplication (e.g., jdoe_ACME or jane.sales). It’s important to note that while the username must be unique across SiteCapture, the email address displayed beneath the user’s name in their profile does not need to be unique.
1. Admin users can create new users by clicking the “Admin” gear in the top right corner of their portal (web app).
2. Click "Users" in the drop-down menu
3. Click "Create New User"
4. Enter the e-mail address for the new user, and then click 'Continue'.
5. Choose the role of the user.
- Portal Admin: Has access to all features.
- Managers: No access to Company, Settings, Templates, or Adding Users with Manager or Portal Admin roles.
- Field Users: Has access to Changing Statuses, Search/Sort/Filter Work, Can see customer hidden fields and documents.
- Customers: Has access to Changing Statuses, Search/Sort/Filter Work, Can see field user hidden fields and documents.
Click here for a detailed description of the user roles and permissions.
6. If you would like to email your new user their login credentials, check the box. Once all required fields are filled in, click Create.
7. This is the email that will be sent to your users.
8. After you click Create, a Copy views configuration module will appear. If you would like to copy an existing user's view configuration to the new user, select the User whose view configuration you would like to copy. You can search by typing the user's display name in the search box. Click Copy Views at the bottom.
9. The new user has been created and the view configuration has been copied.
10. If you do not wish to copy any views click Skip this Step.
11. After your user is created, you can click on the username to edit any information in the user record or to add information in the tag field, which can be used for storing any sort of additional data (like company name). You can also view user history such as when the user was created, and updated, who updated the user, and their last login date.
12. You can also view the last login date on the user list page.
Device Authorization (Android)
Go to Disabling and Deleting Users
Easily Assign and Share to a User Group
Microsite Admins: Importing Bulk Users
This can only be done by logging into the microsite admin with your admin account.
Instructions:
You get there by drilling into a microsite and choosing users and then import users -- both in the nav bar.
Use a CSV file with 4 - 10 columns
- The first 4 columns are required, the others are optional
- The first row should be headers (or blank)
- Role is one of: portal_admin, manager, read_only_manager, basic_admin, user, field_user, customer
- Notifications is "true" if the user should receive notifications
Example:
username, display name, email, role, password, phone, tag, title, external_id, notifications
johndoe, John Doe, john_doe@gmail.com, field_user, secret, 401-274-7179, field staff, inspector, 123, true
ssmith, Sarah Smith, ssmith@yahoo.com, manager,,,back office
In this import the order of the columns DOES matter -- it must be as above.
At some point I'd like to change it so that it's flexible like some of our others, where you can just include the columns you want.
Note there is a bug where the "Notifications" column must be populated with "true" or "false. I've fixed that in the patch so that leaving it blank is OK (false).
- Notifications is "true" if the user should receive notifications
That does not refer to receiving a notification when the user is created. It refers to the setting which you see when you edit a user in the UI -- there is a checkbox that says something like "Receive Email Notifications". Checking it means that users get assignment notifications, etc.
Please note:
Password can be left blank and it will auto-generate or they can put a password but should have the user update it
Once we import the users, you will need to let them know their user has been created and provide their usernames. They can also reset their passwords here https://app.sitecapture.com/password/request once we have completed the import.
There is no limit to how many users can be imported.
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