How do I add a new user?

Add new user

Note: Before adding a user, check whether the user’s email address is registered as a valid domain. This article explains how to add domains.

1. Navigate to ‘Users’ in the menu.
2. Click the ‘+ Add user’ button. Below, you will find explanations of the different fields. Fill in the required information accordingly. Fields marked with an asterisk (*) are mandatory.

• Role*: Select the appropriate user role for the new user. This article provides an overview of the different user roles.
• First name*: enter the first name.
• Middle name: enter a middle name.
• Last name*: enter the last name.
• Zip code: enter the zip code. Entering the postal code only applies when checking in at a home location. The postal code is not displayed in the app.
• City: enter the place of residence. Entering the place of residence only applies when checking in at a home location. The place of residence is not displayed in the app.
• Authorized*: this setting is enabled by default when creating a new user. Only authorized users have access to the Officebooking applications.
• Username*: choose a username for the new user. In most cases, this will be the same as the email address.
• Email*: enter the email address. Note: Use only lowercase letters.
• Phone: optionally enter the phone number. This is not displayed in the app.
• Language*: choose the preferred language for the user. The user can also change this language later in the web app. The language of the mobile app is determined by the phone’s language settings.
• Label: give your user a label, for example, emergency responder or first aider. This label is visible in the mobile app and web app under the Who’s at Work heading. With this label, it is quickly visible which ERO is currently on location.
• Location: this is the location where the mobile app will open first after logging in. Think of it as a shortcut to the user’s primary work or study location.
• External uid: this field may be left blank.
• Password*: as an admin, you can set a random (strong) password when creating an account for another user. The password must be at least 8 characters long and include a capital letter, a special character, and a number. After the account is created, the user will receive an activation email to set their own secure password.

Activating new user

After creating a new user, send an activation email to activate the account. You can do this by selecting the user from the list and clicking the ‘Account Created’ button. The system will then automatically send an email to the registered email address.

Advanced options

After creating and saving a new user, you have the option to change the user data again. You will see that there are now (after creating an account) a number of extra fields:

• Visible to other users: by enabling this option, the user will be visible in the app. The user can disable this themselves in the mobile or web app.
• Default view: choose whether the map view, planner view, or list view should be displayed first in the app.
• User groups: this section provides an overview of all user groups the user belongs to.

Single Sign On

If you use Single Sign On, you do not need to manually add all users to the system. When a user logs in with SSO, their account is automatically created in the Officebooking system.

However, if you want to assign the user to a group or add a label in advance, you will need to add the user manually in OfficeAdmin. In this case, you do not need to send an activation email. As soon as the user logs in with SSO, their personal details will be automatically matched with the existing account.