In this guide, we’ll cover the difference between Users and Employees and how to set up users.
Overview
The Users section allows you to manage and create accounts for individuals who need access to the platform. It helps keep user accounts organized, assign specific access roles to manage permissions, and export user data for reporting or record-keeping.
First things first, what is the difference between Users and Employees?
- Users have access to the back office and the platform's settings, allowing them to interact with the system based on assigned permissions.
- Employees are listed in the platform with their records saved, but they do not have access to the back office. They are primarily used for record-keeping and managing access to policies or questionnaires, ensuring that only individuals on the employee list can access specific content when the "employees only" setting is enabled.
How to set up users
Navigate to your users section and add an user
- Log into your account.
- Go to the 'Account' section and select the 'Users' tab.
- Click on 'Options'.
- Select '+ Add User'.
- You can also export your users if needed.
Create a new user
- Enter the first name, last name, and email of the user. This email will be used for all platform communications and login.
- Choose an Access Role for the user, check our article on configuring access roles here.
- Click 'Next' to proceed.
Send a personalized invitation
- Select the language for the invitation notification.
- Use our predefined template and optionally add a custom message to personalize the invitation.
- Click 'Create' to send it out.
From the recipient's point of view
The user receives an invitation email and clicks "Get Started." They can then set up their account by choosing a password or logging in directly using Microsoft or Google authentication.
Once the process is complete, the user is fully created with their email verified. To make access easier, save the login link (here) in your browser favorites.
Now that you know how to set up users, go ahead and start adding your users to the platform. You’ll be up and running in no time! 🚀
by Carolina Gonçalves, Product Communication Specialist
We hope this article was helpful!
If you need additional support, please feel free to schedule a meeting with Giulia, from our Customer Success team, here.
For a platform overview and commercial details, you can book a meeting with Kristoffer, from our Sales team, here.
Otherwise you are of course always welcome to reach out by email contact@formalize.com .
