Add or edit a user

You can add a new or edit an existing user on the Manage Users page.

To add or edit a user:

1. Log in with an Administrator account.
2. Select Users > Manage Users.
3. Do one of the following:
   • Select Actions > Add User. The Manage User page appears.

     

   • In the row of user you want to edit, click .
4. In the Manage User section, do the following:

   Note: To ensure accurate records, complete as many fields as possible.

   1. Complete the First Name, Last Name, Phone, and E-Mail fields.
   2. To enable LDAP, select the Use LDAP checkbox.
   3. Enter the LDAP Username in the field, if known.
   4. Enter a Barcode for the user.

      Note: If the Auto Generate User Barcode for New Users setting (in General Settings) is turned on, you can leave this field blank and it populates automatically. Auto-generated barcodes are 10 characters, start with a 3, and can contain numbers, uppercase letters, and the following characters: minus (-), plus (+), period (.), dollar sign ($), slash (/), and percent (%).

   5. In the External Id field, enter it manually or sync it from the following single sign-on options:
      • Google SSO: EmployeeID field from Google
      • SAML Google: EmployeeID field from SAML Google
      • SAML Azure: EmployeeID field from SAML Azure
      • SAML Okta: EmployeeNumber from SAML Okta
   6. In the Labor Rate field, enter the user's hourly labor rate.
   7. To Send Welcome E-mail, select Yes from the drop-down.
   8. Select a Default Building.
   9. Select a Default Space.
   10. To send asset overdue and due-date reminders and charge notifications to a parent or guardian, enter the emails, separated by a comma, in the Additional Email Addresses for Asset Circulation and Charges field.

       Notes: When this field is populated, emails are sent automatically for assets due that day, upcoming, or overdue. The Send Confirmation Email checkbox in circulation must be selected to generate a notification when assets are checked out or in. To send an email notification when a charge is created or updated – manually, during asset check-in, from request inventory, or from circulation-rule late fees – the Charge Notification Emails setting must be set to Yes.

   11. Select a Home Page.
5. In the Addresses section, do the following:
   
   1. Click + Add Address. The Add Address pop-up appears.
   2. Complete all applicable fields.
   3. If this is the main address for the user, select Primary Address.
   4. Click Add.
   5. Add secondary addresses as needed.
6. In the Roles section, do the following:
   
   1. Click + Add Role.
   2. Select the applicable role from the drop-down.
   3. Use the Building, Request Types, Systems, Asset Types, Inventory Categories, and Inventory Types multi-select drop-downs to select applicable data.
   4. Click .
7. Select which Administrative Permissions you want the user to have.
   
8. Select which email Notifications you want the user to have.
9. Click Save.

Note: If you add the Create Method column to the Manage Users page, the column shows when a user is created in any of the following ways: Manually on the Manage Users page and the Check-Out Assets page using the + Add User button Via a custom form, email, or import Google SSO or Destiny SSO Active Directory SAML Azure, SAML Classlink, SAML Google, or SAML Okta OneRoster In Facilities Drawings and synced Users added after the 25.6 release will show the create method. Users created prior to 25.6 will show N/A in the column.