How to Add New Users

In order for users to have access to your site, they will either need to register, be invited, or be added to the site by the administrator. This article will outline the three ways that you as an administrator can add a user to your site.

In this Article...

• Add Users: Overview
• Manually Add a User without Sending an Invite
• Add and Invite a User
• Importing Users in Bulk

Add Users: Overview

A user must be added to a site before they will be able to complete any required tasks. The applicant role will support self-registration, however, reviewers and fellow administrators cannot. There are three ways in which you as an administrator can add these users to a site:

• Manually without Invitation
• Manually with Invitation
• Importing in Bulk

NOTE: Applicants can also register for the site themselves, however, Reviewers will need to be added using one of the above options and Recommenders will need to be invited using the Get a Recommendation task.

Manually Add a User without Sending an Invite

Manually adding users will allow you to add the user’s name, email, and choose the role they will be a part of all at once. The difference between this option and the Invitation Option detailed below is that an email will not automatically be sent to the user. For these cases, sending an email is an extra step that will need to be taken. This can be handy if you wish to complete the process of adding the users but you do not wish to send them an email just yet.

In order to add a user to the site without notifying them:

1. Go to Manage Users
2. Click on Add User in the top right corner
3. Enter the First Name, Last Name, and Email Address of the user you wish to add
4. Select the Role(s) you wish to add the user to
5. DO NOT select Notify user by email that they have been added
6. Optional: Enter applicable Role Custom Fields
7. Click Add User

NOTE: An email can be sent to invite a user to your site at a later date (after they have been added). For more information, you can refer to How to Send an Invite to an Existing User. 

Add and Invite a User

This step will involve sending an email to the user and allowing them to complete the rest of the registration. In order to Invite a User:

1. Go to Manage Users
2. Click on Add User in the top right corner
3. Enter the First Name, Last Name, and Email Address of the user you wish to add
4. Select the Role(s) you wish to add the user to
5. Select Notify user by email that they have been added
6. Optional: Select Include a custom message in the email to send a quick message including the reasoning for inviting them to the site.
7. Optional: Enter applicable Role Custom Fields
8. Click Add User

NOTE: If a custom message is not selected then only a generic default message will be sent. The email that is sent to the user reads:

Hi there,

[Custom Message, if entered]

If the link is not clickable, please copy and paste it into your browser's address bar.

[Unique link to login to the site]

Import Users in Bulk

In some cases, you may need to add multiple users to your site at one time. If this is the case you can use the Import Users feature of the site.

• How to Import Users in Bulk
• Uploading Duplicate Email Addresses
• Importing a User to Multiple Roles

How to Import Users in Bulk

To upload users in bulk:

1. Go to Manage Users
2. Click on Add User in the top right corner
3. Click Import Users
4. Start by deciding the Role that you wish to upload the users to: Applicant, Reviewer, or Recommender.
5. Select Download Template. Each Role will have its own CSV template based on the different information required for that role. If you have custom fields in the site these fields will also be added as columns to the template.
6. Populate the Template with all of the relevant information of the users ensuring that First Name, Last Name, and Email are filled as these are required fields
7. Once you have saved the file on your computer, select Choose File under Select a populated user list.
8. Choose what you would like to do with Duplicate Email Addresses (refer to the available options below)
9. Optional: Select Notify user by email that they have been added
10. Optional: Select Include a custom message in the email to send a quick message including the reasoning for inviting them to the site. The same message will be sent to all users in the CSV file.

The email sent to the users is:

Hi there,

[Custom Message, if entered]

If the link is not clickable, please copy and paste it into your browser's address bar.

[Unique link to login to the site]

Uploading Duplicate Email Address

If your site already has existing users, you can select how you would like to treat duplicates that may exist in your import. The options you can choose from are:

Action	Description
Skip	If there is an email address in the import that already exists in your site, the upload will completely skip over this user, and no further information will be updated.
Overwrite Existing Fields	In some cases, information may have changed for your users. With this option, if the site recognizes a duplicate it will use the information in the upload to overwrite the information that exists in the site.
Update Missing Fields	This option means that if the field was not completed previously then it will be updated. This can be useful if you add a new custom field and only wish to update that field for users.

Importing a User to Multiple Roles

Importing Users is completed one role at a time. If you wish to upload users to multiple roles in the site you will need to repeat the above steps for each of the Roles. As the upload is role specific, choosing to "Overwrite Existing Fields" will not have an effect on information for other roles.

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