Using the Add User window

How to use the Add User window

Before creating forms, it's recommended to set up your users. While this can be done later, forms cannot be accessed until users and roles are properly configured. Anyone who needs access to the administrator site or mobile app must be added as a user.

This window also allows you to create a product support or consulting user, which is useful when OmniByte support or consultants need temporary access to your site for troubleshooting or upgrades. Access for this user, including the password, can be disabled or updated at any time. You can have up to four active product support or consulting users at once, and these users do not count toward your total license limit.

1. From the Administration menu, click Users to open the Users page. In the upper right, click New User. The Add User window appears.
   

2. On the User Information tab, enter the following details to set up a new user:

   • Username: Used to sign in to the mobile app or the administrator site. If the user requires access to both, the same username can be used.

   • Display Name: This name appears on various pages and windows throughout the administrator site.

   • Password: Create a default password for the user. We recommend that users change their password upon first login.

   • Email: An email is required and is used for form-related notifications and email setup.

3. If this user needs access to the administrator site, mark Administrator. The Admin Permission field becomes enabled. Select the appropriate permission type for the user. If you don't know what permissions a user is going to have, select None. If the Administrator option is not marked, this user cannot access the administrator pages to create and administrate forms for your organization.
4. Specify the user's license status:
   

   Licensed:

   • Mark as Active or Inactive.

   • Inactive licensed users still count toward your total licensed user limit.

   Unlicensed:

   • Select this if the user should not consume a license.

   • This is useful when syncing large groups of Azure AD users. For example, if you have 200 licenses and 30 users already exist, syncing 200 users will result in the last 30 being marked unlicensed once the limit is reached.

5. If setting up a user for an OmniByte support or consultant, toggle the Product Support or Consultant User option on. Then select the license status for this user: Active or Inactive. Four active product support or consulting users are allowed at one time. Once the active user count is reached, a message will appear that the number of active product support or consulting users has been exceeded.

6. Click the Roles tab to assign roles to the user.

   Forms are role-based, meaning each user is assigned one or more roles, and forms are assigned to those roles. When a user logs into the app, they will see only the forms associated with their assigned roles.

   Note: A user can be assigned multiple roles.

   
7. Click Save.