Only administrators can add users. Before you start, decide whether the person needs to log in to the web interface and whether they need admin rights. See User roles.
Note: If your organisation uses groups, the form also shows Groups. Choose at least one group for the new user.
Add a user
- Open the main menu (click Show Menu if it is collapsed), expand Users and choose Invite new user. The New user pop-up opens.
- Enter the Name. Use the person’s real name, so your team can see who created each report.
- Optional: add a Note. Only administrators see it.
- Under Phone Numbers, choose User with phone numbers and enter their work number if they will use the Venzeo™ mobile app, or choose User without phone numbers. The number is used to activate the app by SMS.
- If you entered a valid mobile number, choose under Venzeo™ mobile app whether the person gets the activation SMS. Send activation SMS is selected; choose Don’t send activation SMS to skip it. With several numbers, pick one in Send the SMS to. If no number can receive the SMS, a warning appears and the user is added without it.
- Under Access this web interface to see reports, choose No login access or Allow login access to this web interface.
- Optional: for a user with login access, enter their Email and, under Access administrator area, choose No admin rights or Admin rights.
- Click Invite this user. The pop-up closes, the message “Successfully added” appears and the person is listed on the Users page. If the SMS was sent, the message “Activation SMS has been sent to given mobile phone number” also appears.
A user with login access gets an email with the subject “Access invitation”. It asks them to open secure.venzeo.com and sign in with that email address, without a password.
Tip: Use the person’s real work email, not an alias. If your company uses Google Workspace or Microsoft accounts, an alias may not work for signing in.
When the user is already in Venzeo™
- If an active user already has the same name or email, nobody is added and the message “User with same name or email already exists.” appears.
- If a phone number is saved on another active user, or their Venzeo™ mobile app uses it, an error appears under that number and the user is not added. Remove the number or enter a different one.
- If a deactivated user has exactly the same name, with the same capital letters and accents, Venzeo™ reactivates that user with the details you entered.
Add a user while activating a phone
You can also create the user in the pop-up for activating the Venzeo™ mobile app: under Assigned user, choose New user. See Activating the mobile app on a device.
Always add colleagues in one of these two ways. Someone who signs in with an email address nobody has added does not join your organisation. After the sign-in link, they see “…we are having a hard time matching it with the proper organization.” and the option Create a new organization.
To change someone’s access later, see Editing a user.