How to Create a User

This guide explains how to create a user in the platform. Users are individuals granted login access to Data Dwell. Creating a user requires administrator rights or user management privileges.

Quick Summary

To create a user: Go to Manage >Users (from the App view) or App Setup >User Settings >Users, click [+ New], select or create a contact, set a username and password, assign user groups, and click Save.

Requirements

Before creating a user, ensure the following:

You have administrator rights or user management privileges.
An Account exists (or you'll create one during the process).
A Contact exists and is linked to the Account (or you'll create one during the process).
The user has a unique email address. A contact can have multiple users, but each user must have a distinct email.

Two Ways to Create a User

There are two locations where you can create users, depending on your access level and configuration needs:

Manage > Users (App view) – Quick user creation for users with user management privileges. Best when user groups and roles are already configured.
App Setup > User Settings > Users – Full user management with access to user group and role configuration. Use this path if you need to set up or modify user groups and roles.

Option 1: Create a User from Manage (App View)

Use this method if user groups and roles are already set up and you simply need to add a new user.

From the App view, navigate to Manage >Users.
Click the [+ New] button to open the user creation form.
In the User Contact field, select an existing contact from the dropdown. If the contact doesn't exist, you can create a new contact (and account if needed) during this step.
The Username field will auto-populate from the contact's email address. You can modify this if needed.
Enter a Password for the user.
Optionally, configure access dates and notes:
- Valid From: The date when the user's access begins
- Valid To: The date when the user's access expires (useful for temporary access)
- Notes: Internal notes about this user or their access requirements
Assign the user to one or more User Groups. User groups control what the user can see and do in the platform.
Click Save to create the user.

The user can now log in using their username (or email) and password.

Option 2: Create a User from App Setup

Use this method if you need to configure user groups or roles, or if you require full administrative control over user settings.

Navigate to App Setup >User Settings >Users tab.
Click the [+ New] button to open the user creation form.
In the User Contact field, select an existing contact from the dropdown. If the contact doesn't exist, you can create a new contact (and account if needed) during this step.
The Username field will auto-populate from the contact's email address. You can modify this if needed.
Enter a Password for the user.
Optionally, configure access dates and notes:
- Valid From: The date when the user's access begins
- Valid To: The date when the user's access expires (useful for temporary access)
- Notes: Internal notes about this user or their access requirements
Assign the user to one or more User Groups. User groups control what the user can see and do in the platform. You can skip this step and assign groups later.
If this user needs full platform access, check the Admin Rights checkbox. Use this setting carefully.
Click Save to create the user.

The user can now log in using their username (or email) and password.

Understanding User Groups and Permissions

User permissions are controlled through User Groups. Each user group contains one or more Roles that define what actions users can perform and what content they can access. When you assign a user to a user group, they inherit all permissions from the roles within that group.

To modify a user's permissions after creation, add or remove them from user groups in the user's settings. To configure user groups and roles, go to App Setup >User Settings.

Tips

Use Manage > Users for quick user creation when your permission structure is already in place.
Use App Setup when you need to create or modify user groups and roles alongside user creation.
Use the Valid To field for contractors or partners with time-limited access.
The Notes field helps document why a user has specific access or any special requirements.
Admin Rights grants full access to all platform features-only assign this to trusted users who need complete control.
If you're unsure which user groups to assign, review the roles configured within each group or consult your administrator.