How to add users to your Vatix account

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 'Settings' > 'Organisation' > '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. Click the gear icon in the top right to open Settings.
2. Select 'Organisation'.
3. In the 'Users' section, click 'Add user' in the top-right corner.
4. Enter the user's first name, last name, and email address.
5. Select the user's role from the 'Role' dropdown: 'Account Owner', 'Manager', or 'User'.
6. 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.
7. Optionally, add the user to one or more teams.
8. 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. The template covers the same fields you can set on a user profile, so imported users arrive complete rather than needing editing one by one afterwards.

To add a group of users from a CSV file:

1. Click the gear icon in the top right to open Settings.
2. Select 'Organisation'.
3. In the 'Users' section, click 'Add Multiple Users' in the top-right corner.
4. Click 'Download this template'. The template is a CSV file preset with the columns the importer expects.
5. Open the template in your spreadsheet tool.
6. Complete the required columns, listed below.
7. Complete the optional columns where useful. Leaving one blank leaves that field unset on the user's profile and never fails the row.
8. Save the file as a CSV.
9. Drag and drop the CSV into the upload box, or click to browse and select the file.
10. Click 'Next'.
11. Review the preview. If the data is valid, click 'Import' to confirm.

Which columns you get

The template matches what your organisation has switched on, so your copy may not have every column listed below:

• 'Region' and the five custom field columns only appear if your organisation uses Object Manager.
• 'Associated site' only appears if your organisation has Sites.
• Custom field columns use your own labels. If you renamed 'Custom Field 1' to 'Shift Pattern' on the 'User fields' page, that is the heading you will see. See 'How to manage user fields'. Download the template again after renaming one, so the file you fill in matches.

If you add a column back by hand that your organisation doesn't use, the row will fail rather than import with that value ignored.

Required columns

• First Name
• Last Name
• Email address
• Role (one of: Account Owner, Manager, User)
• Lone Working Licence / Audits Licence / Events Licence / Documents Licence (enter 'TRUE' or 'FALSE' in each column, depending on which licences you want the user to have)

Optional columns

Every other column is optional. Leaving one blank leaves that field unset on the user's profile, and never fails the row.

Type whatever you use internally:

• Job title
• Employee ID
• Cost Centre
• Memorable Word
• Your custom fields

Dates can be either dd/mm/yyyy or yyyy-mm-dd:

• Date of birth
• Start date

These have to match something that already exists in Vatix, so the value needs to be exact:

• Teams: the team name. Teams must already exist before you can import users into them. For more than one, separate the names with a comma and wrap the whole cell in quotes.
• Department, Employment type and Region: one of the values set up for your organisation on the 'User fields' page.
• Country: the country name, for example United Kingdom, or the two-letter code, for example GB.
• Associated site: the site name as it appears in Sites.
• Line manager: the manager's email address. The manager needs to be an existing user, or someone created on an earlier row in the same sheet. A row that names a manager listed below it will fail, so put managers above their reports.
• Alarm Response Profile: the profile name, for users with a Lone Working licence.
• Phone Number: include the country code, for example 00447700900123.

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. It names the value that was rejected, for example 'Department "Foo" was not found.', 'Country "Foo" was not recognised.' or 'Associated site "Foo" was not found.'
3. Correct the data in your original CSV.
4. Click 'Try Again' and re-upload the corrected file.

The error log doesn't include row numbers, so compare it against your original file to find the rows it refers to. You can also fix the rows in the error log itself and upload that, as long as you delete the 'Error' column first.