# Adding a new user

> Invite a colleague to Venzeo™ and choose whether they can log in to the web interface and whether they get admin rights.

Source: https://help.venzeo.com/en/article/adding-new-user
Language: en
Updated: 2026-10-27

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](https://help.venzeo.com/en/article/user-types).

> **Note:** If your organisation uses [groups](https://help.venzeo.com/en/article/groups), the form also shows **Groups**. Choose at least one group for the new user.

## Add a user

1. Open the main menu (click **Show Menu** if it is collapsed), expand **Users** and choose **Invite new user**. The **New user** pop-up opens.
2. Enter the **Name**. Use the person's real name, so your team can see who created each report.
3. Optional: add a **Note**. Only administrators see it.
4. 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.
5. 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.
6. Under **Access this web interface to see reports**, choose **No login access** or **Allow login access to this web interface**.
7. Optional: for a user with login access, enter their **Email** and, under **Access administrator area**, choose **No admin rights** or **Admin rights**.
8. 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.

![The New user pop-up with Allow login access chosen, which shows the Email and Access administrator area fields](https://help.venzeo.com/help-assets/images/en/users-add-popup.webp)

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](https://help.venzeo.com/en/article/activating-mobile-app).

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](https://help.venzeo.com/en/article/user-editing).