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How to add users to your Vatix account

Applies to user roles: Account Owner

Available on platforms: Vatix Workspace web app

You can add users to your Vatix account manually, or use bulk import to add a group of users from a CSV file. Bulk import is the fastest way to get started when, for example, your organisation has just joined Vatix or you are onboarding a new department.

Before you start

  • You must have the Account Owner role.
  • You must have at least one available licence for each module the user needs access to. Check available licences in 'Admin' > 'Licences'.
  • If you want to assign users to teams during bulk import, the teams must already exist.

Note: If you're using SCIM provisioning from your identity provider, new users may be created automatically when you assign them in your identity provider. 

How to add a new user

  1. Go to 'Admin' in the left sidebar.
  2. In the 'Users' section, click 'Add user' in the top-right corner.
  3. Enter the user's first name, last name, and email address.
  4. Select the user's role from the 'Role' dropdown: 'Account Owner', 'Manager', or 'User'.
  5. Assign product licences. Toggle on the products this user needs access to (Lone Working, Events, Audits, Documents). The user can only see and use the modules they have licences for.
  6. Optionally, add the user to one or more teams.
  7. Click 'Create'. To add another user immediately, click 'Create and Add Another'.

 

What happens next

The user will receive an email titled 'Welcome to Vatix!' with a link to set their password and log in.

Note: If your organisation uses Single Sign-On only, the new user logs in via your identity provider and doesn't need to set a Vatix password. 

How to add multiple users at once

You can add multiple users by uploading a CSV file.

To add a group of users from a CSV file:

  1. Go to 'Admin' in the left sidebar.
  2. In the 'Users' section, click 'Add Multiple Users' in the top-right corner.
  3. Click 'Download this template'. The template is a CSV file preset with the columns the importer expects.
  4. Open the template in your spreadsheet tool.
  5. Complete the required columns:
    1. First Name
    2. Last Name
    3. Email Address
    4. Role (one of: User, Manager, Account Owner)
    5. Lone Working / Events / Audits / Documents (enter 'TRUE' or 'FALSE' per column, depending on which licences you want the user to have)
  6. Complete the optional columns where useful. If you want the user added to a team, type the exact team name in the 'Teams' column.
  7. Save the file as a CSV.
  8. Drag and drop the CSV into the upload box, or click to browse and select the file.
  9. Click 'Next'.
  10. Review the preview. If the data is valid, click 'Import' to confirm.

What happens next

If the data you entered is complete and formatted correctly, you will see the 'Import Successful' message. Each user receives a 'Welcome to Vatix!' email with a link to set their password and log in.

What to do if your import fails

If you see 'Users failed to import' or a similar error:

  1. Click 'Download Error Log (CSV)'. The error log lists each row that failed and why.
  2. Open the error log and check the 'Error' column. Common examples include invalid phone number formats, such as too many digits, and invalid team names. Teams must already exist before you can import users into them.
  3. Correct the data in your original CSV.
  4. Click 'Try Again' and re-upload the corrected file.