Creating a new user

What you'll learn#

• Where to go to create a new user
• What information you need before you start
• How to fill in the Create User dialog
• What happens after the user is created, and what else you might still need to do

Before you start#

Creating a new user takes only a minute or two once you have the needed information handy:

• Username — the name the new user will sign in with. Typically an email-prefix style (e.g., rovshan) or firstname.lastname. Usernames must be unique across the system.
• Full name — first and last name, as the user wants them displayed.
• Email address — for identification and any notification emails your admin has configured.
• Initial password — you'll set one and share it securely with the new user. They'll use it on first sign-in.
• Role — which preset matches this user's job. See Roles — overview and Access levels explained if you're not sure.
• Primary company — which company this user's home scope is. If they need access to more companies, you'll add those after creation.

Step-by-step#

1. Open Settings → Users in the sidebar.
2. Click the Create button at the top-right.
3. The Create User dialog opens.

4. Fill in the fields:
   • Username — must be unique.
   • First Name / Last Name — both required.
   • Email — must be a valid email format.
   • Password — must be at least 4 characters. Pick something you can communicate securely; the user will use it on first login and can be changed later (by an admin).
   • Role — open the dropdown and pick the role that matches. See the Role dropdown notes below if you're unsure which to pick.
   • Company — pick the user's primary company.
5. Click Create.

The user is created immediately and appears in the Users list. Close the dialog.

Picking the Role#

The Role dropdown lists every role pre-configured in your VAT Portal instance — typically names that match the access levels (Operator, AppAdmin, CompanyAdmin, etc.), sometimes with custom labels for specific purposes.

Quick guidance:

• Most users doing day-to-day work (creating documents, responding to tasks) → Operator.
• People who configure the system (document types, workflows, fields) → AppAdmin.
• A department admin running VAT Portal for a subsidiary → CompanyAdmin.
• Someone who only needs to browse specific pages without editing → ReadOnly (but note that ReadOnly users don't see those pages in their sidebar — you'll need to give them direct links). See Access levels explained for the full list.

The role sets the user's default access level across all resources. If they need stronger or weaker access on specific resources, you'll override that separately in Manage Access — covered in Managing a user's access (per-company ACLs).

Picking the Company#

The Company dropdown is the user's primary company — the one they'll land in when they sign in. If the user belongs to multiple companies, the primary is the one that's active by default; they can switch between companies in the header after signing in.

If the user should actually work in several companies:

1. Finish creating them with the most important company as their primary.
2. After creation, use Manage Companies on their row to add the additional companies.

See Assigning a user to multiple companies for detail.

What happens after the user is created#

The user is now ready to sign in, with the role you picked giving them their default access level in their primary company.

Depending on the user's needs, you may still need to:

• Assign them to more companies (if applicable) — Manage Companies on their row.
• Override specific resource access (if the role default isn't right for some resource) — Manage Access on their row.
• Verify they can log in — share the username and initial password securely, ask them to try logging in, and confirm they see what you expect.
• Set up group memberships (if they should be part of workflow task groups) — see Managing group members.

If you only needed the defaults — role-level access in their one company — you're done. Send them the credentials and they're ready.

Common questions#

If all of that checks out, ask the user to screenshot the error they see — "Invalid username or password" means credentials don't match; anything else points to something deeper.