Before you start adding users to Donesafe, make sure you have your roles, locations and areas, and organizations set-up first, otherwise you could be adding to your workload down the road.
We're going to go through manually adding a user to Donesafe, just so that you can get used to the fields that we'll be working with, as well as some other things you can adjust at the user level. Even if you have hundred users to add, we recommend you follow this help article and manually add a user before bulk uploading through the Imports paged.
For now though let's begin, let's add our first user. To start, go to Admin Settings and click on Users.
When you're setting up a new account, you'll see a few default user accounts are already in the system. You'll see your accounts main Admin user, as well as a listing for the Donesafe Admin and, if you're working with a partner, you'll often see a partner account here as well. You can leave these two or three here as they will allow the support team to assist you with support inquiries.
You want to start by adding your highest level users - that is your managers, CEO's, high level admins, etc. There's a good reason for that and we will explain why shortly.
Start by clicking on +Add User - this brings up the new user screen.
We're going to start by adding the highest level user in the company, this could be the business owner or the CEO or similar. These fields are fairly self explanatory but we'll go through them just in case somethings stops you.
We'll start with the Title, the First name and the Last name.
The *Email field is really important. The email address is how Donesafe tells all of your users apart so it needs to be a unique email address. Furthermore, when Donesafe sends out notifications for actions to be completed, it sends those specific people so you're best to avoid using shared email addresses.
Password field and it's duplicate field are mandatory though your user can always reset their password later so you don't have to get it perfect straight away.
Now you select the Role. Remember those roles that you have already created, you're going to give the CEO an Admin level rights to the system. Be aware that no matter the level of access this role has, this user still won't be able to edit the settings like you can until you take one last step which will be explained shortly.
Company Register - this only really applies if the user is from another company such as a contractor or a supplier as it isn't mandatory, you can happily leave it blank.
Position - the user's position in the company so in this is case is CEO.
Manager - Our user in this case is a CEO of this business and has no manager, so again you can leave this blank. But for other user having a different position, you will select the most direct manager into this box. This is really important as this is used to drive the default use of the platform. It's also important later on when you're going to be automating a lot of the processes in the system. One last thing, this also means you want to add the user in the order of hierarchy within the business so that you can select the correct manager for them as you go.
Home Location - this is where the user work.
Home Organization - the home organization of the user.
Employment Start Date - date of employment of the user. This can be selected or typed in.
Date of Birth - birth date of the user. This can be selected or typed in.
Mobile Number - mobile number of the user.
Technical Admin - this checkbox is really important, this gives the user super admin powers. It allows them to access the technical settings of Donesafe like you can which is essentially handing them the case to its configuration. Only the very highest level administrative users should be given super admin rights. In this case, as this is a CEO so he can have access.
New Settings Admin - this provides an access rights to the new settings admin.
Notify by email - if you leave this check when you click the "save" button, two things will happen: 1.) the user will receive a notification that their account is active with the confirmation link and 2.) the user login is held in limbo until the user confirms their account from the link in that email. If in the future this user cannot login, it's almost always because they haven't confirmed their account first.
Just a few more things to point out and then you're done.
Hover on the right side of the page is the Payroll ID. This isn't a mandatory field but if you're syncing it with your payroll software or if you're going to be running reports across systems, this can be really useful to fill-in and of course, it can be filled in later if necessary.
The Avatar or Photo Image - this isn't necessary but it does make the system a little bit nicer to use for the users.
Finally there's a User Type:
As a quick explanation:
- Tenant - If you're adding someone who works in your business then leave it as it's default of Tenant.
- Contact - is a no rights user, usually added when creating records.
- Medical Practitioner - is used in the workers comp. solution
- Visitor - is used in visitor management
- Contractor - is for contractor management
We're now done, scroll down and then click on "Save" button and there you have it, you've added your first user.
Now that's done and you'll see a new user record but you'll have a good hand full of extra tabs on the top, lets quickly run through those:
Active Locations - are the areas that this user can see. If you marked the all the check boxes, the user will access all the locations.
Manager For - shows the other users that this user is the manager for.
Acknowledgements - displays any record that the user has acknowledged.
Course Enrollments - displays the Learning Management courses that a user has been enrolled in through a New Settings LMS module, such as HR or site induction courses.
Notifications - enables or disables notifications for the user.
Organizations - show the organization that this user can see.
Personal Details - gets the specifics about this particular user. These are very confidential and if you are using an HR program and you get a lot of employees to enter, you can do it by syncing it with that.
Pay Details - which you aren't getting into today, pay details are only necessary if you are using the workers compensation solution.
Documents - these are list of documents rolled into this user for example licenses or registrations.
You now know how to manually add a User in Donesafe.
Do you want to bulk upload users in Donesafe? Here's a help article, please click here.