How to Create or Invite a User

This guide explains how to give someone login access to Data Dwell. Users are individuals granted access to your workspace. Adding a user requires administrator rights or user management privileges.

Two Ways to Add a User

There are two approaches, and which one your workspace uses depends on how it is configured:

Inviting a user by email. You send an invitation and the recipient sets up their own name and password. This is how all new workspaces are configured.
Creating a user directly. You create the full user record yourself, including their username and password. This applies to workspaces set up before invitations were introduced.

If you are not sure which applies to you, look at the Users page: workspaces using invitations have an Invite button, while those creating users directly have a [+ New] button. Existing workspaces can be moved to the invitation flow – contact Data Dwell support if you would like this.

Inviting a User by Email

With this approach you supply the email address and the access the person should have, and they complete the rest themselves.

Go to Users and click the Invite button. In workspaces using invitations, this replaces the [+ New] button used for direct user creation.
Enter one or more email addresses. Several people can be invited at once.
Select the workspace role:
- Admin – full access to the workspace, including settings and user management.
- Member – standard access, defined by the user groups you assign.
If you selected Member, assign one or more User Groups. These determine what the person can see and do, and are applied as soon as they accept.
Select the Account the user belongs to.
Send the invitation.

What the Invited Person Does

The recipient receives an email containing an invitation link, valid for one week by default. Opening it takes them to the Data Dwell login service, where they set their own name and password, then sign in normally.

Two points differ from direct creation:

There is no username. The person signs in with their email address.
Invited users can use any email address and are not asked to verify it, since the invitation itself establishes that the address is valid.

If someone already has Data Dwell access in another workspace, accepting the invitation simply adds your workspace to their existing account rather than creating a second one. If an invitation link has expired, the recipient can request a new one.

Tracking Invitations

Under Users there is an Invites subpage listing every invitation you have sent, showing:

Email – the address invited
Status – whether the invitation is still pending or has been accepted
Role – the workspace role the person was invited with
Date of invite, and date of acceptance once accepted

Invitations that have not yet been accepted can be sent again from this list. Because links expire after a week, resending is the usual fix when someone did not get to their invitation in time – there is no need to start over with a new invitation.

Pending invitations can also be deleted. Use this if an invitation was sent to the wrong address, or to someone who no longer needs access, as it prevents the link being used.

Whoever sends the invitation becomes the owner of the user and contact record created when it is accepted.

Creating a User Directly

In workspaces not using invitations, you create the user record yourself and set their initial password. After creating the user, there is a separate option to send them their access email.

Requirements

Before creating a user directly, 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.

Where to Create Users

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.

Removing a User

Deleting a user removes their access to your workspace. If they also belong to another Data Dwell workspace, their account there is unaffected – deletion applies to your workspace only.

When you delete a user, any user groups they belong to are shown and you are asked to confirm. This is worth reading rather than clicking past: removing someone from a user group and deleting them entirely are different actions, and the confirmation exists because they are easy to confuse when working inside a User Group view.

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

When inviting, set the user groups at the point of invitation so the person has the right access the moment they accept.
If an invitation was not accepted within a week, resend it from the Invites subpage rather than creating a new one.
If you invite the wrong address, delete the pending invitation rather than leaving it to expire.
Reserve the Admin workspace role for trusted users who need full control. Most people should be Members with user groups.
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.