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How to Add User

Overview​

Add new team members to your Bizconnekt platform by creating user accounts with appropriate roles and permissions. Users can be created fresh or added from existing users in other business units.

Prerequisites​

  • Admin privilege to access Bizconnekt Admin
  • "Create User" permission enabled
  • Department structure already set up
  • Available user licenses in subscription plan
  • User's email address and contact details

Step-by-Step Guide​

Step 1: Access Manage Users​

Navigate to Bizconnekt Admin portal and access the user management interface.

Path: Subscription → Manage Users (in the Admin console)

  1. Open Bizconnekt Admin portal
  2. Click Subscription in left sidebar
  3. Select Manage Users submenu
  4. Users List page displays

Step 2: Initiate Add User​

Click the Add User button to open the user creation form.

  1. Locate + Add User button (top section, near tabs)
  2. Click + Add User
  3. Add User page opens with form

Check License Availability:

  • Look for Users Remaining: X counter (top right)
  • Ensure you have available user slots
  • If 0 remaining, upgrade plan or deactivate users

Step 3: Choose User Type​

Select whether to create a new user or add an existing user from another business unit.

New User (Default)

Create brand new user account

When to Use:

  • First-time user
  • No account in any business unit
  • Fresh employee onboarding

Selected by default

Users from Other BU

Add existing user to current unit

When to Use:

  • User exists in another BU
  • Multi-unit operations
  • Shared resource across units

Click radio button to select

Step 4: Fill User Details (New User)​

Enter the required information for the new user account.

Email

  • Enter user's business email address
  • Must be unique across entire platform
  • Will be used for login
  • System sends invite to this email

Contact Number

  • Select country code from dropdown (+91 for India)
  • Enter 10-digit mobile number without spaces
  • Format: 9876543210 (without +91 prefix)
  • Used for notifications and communication

First Name

  • Enter user's first name
  • Example: Aditya
  • Will appear in user profile and system

Last Name

  • Enter user's last name
  • Example: Sharma
  • Combined with first name for display

Department (Dropdown)

  • Click dropdown to see all departments
  • Select appropriate department
  • Examples: Admin, Finance, Purchase, Sales
  • Department determines available roles

Step 5: Set Permissions​

Configure admin access for the user if required.

Grant Admin Privilege (Checkbox)

Check this box to:

  • Give user access to Bizconnekt Admin portal
  • Allow user to configure organization settings
  • Enable user management capabilities
  • Grant system-wide configuration access

Leave unchecked for:

  • Regular users who only need Bizconnekt App access
  • Non-administrative staff
  • Department executives and managers (unless needed)

Role Assignment (Automatic)

Role is automatically assigned based on department selection:

  • System assigns appropriate L1, L2, or L3 role
  • Can be changed later from Edit User
  • Initially assigned based on department structure

Step 6: Create the User​

Save the user information and create the account.

  1. Review all entered information
  2. Verify email address is correct (invite sent here)
  3. Double-check phone number
  4. Confirm department selection
  5. Click Create User button
  6. System creates user account
  7. Returns to Users List page
  8. New user appears in the table

Step 7: Send User Invite​

After creating the user, send them login credentials via email.

Send Invite Action:

  1. Locate the new user in Users List
  2. Find Action column (rightmost)
  3. Click Send Invite button
  4. System sends email with:
    • Login link
    • Temporary password (if applicable)
    • Account activation instructions
  5. Button may change to "Resend Invite" after first send

User receives:

  • Welcome email from Bizconnekt
  • Login credentials
  • Link to platform
  • Setup instructions

Adding User from Other BU​

Step 1: Select User Type​

  1. Click Users from Other BU radio button
  2. Form changes to show user selection interface
  3. Search field appears

Step 2: Search for User​

  1. System displays list of users from other business units
  2. Browse the available users
  3. Look for required user by name or email
  4. Select the user from the list

Step 3: Assign to Department​

  1. Department dropdown appears
  2. Select department for this business unit
  3. User will be added with existing profile
  4. Their contact details remain unchanged

Step 4: Complete Addition​

  1. Click Create User or Add User button
  2. User is added to current business unit
  3. Maintains single login across units
  4. Returns to Users List

After Adding User​

Verify User Creation​

Check Users List:

  • New user appears in the table
  • Email, name, and role are correct
  • Status shows "Active"
  • Is Admin column reflects permission

Send Invite:

  • Click "Send Invite" if not done automatically
  • User receives email within minutes
  • Check with user to confirm receipt

Next Steps​

For the Administrator:

  1. Configure Role Permissions: Go to Access Control > Role Permissions to set what this role can access
  2. Set Up Approvals: Configure approval workflows if user is L2 or L3
  3. Provide Training: Share user guides and conduct platform walkthrough
  4. Monitor Activity: Check user login and initial activity

For the New User:

  1. Check Email: Look for invite in inbox (check spam folder)
  2. Click Login Link: Access platform using provided link
  3. Set Password: Create secure password on first login
  4. Complete Profile: Add photo and additional details
  5. Explore Platform: Review assigned modules and permissions

Common Scenarios​

Scenario 1: Adding Purchase Executive​

Situation: New purchase team member joining.

Steps:

  1. Click + Add User
  2. Enter email: ritik.chauhan@company.com
  3. Contact: +91 8826890640
  4. Name: Ritik, Chauhan
  5. Department: Purchase
  6. Admin Privilege: Unchecked (not an admin)
  7. Create User
  8. Send Invite

Result: Purchase executive can create PRs and POs per role permissions.

Scenario 2: Adding Finance Manager with Admin Access​

Situation: Finance head needs both finance role and admin access.

Steps:

  1. Click + Add User
  2. Enter email: harsh.singh@company.com
  3. Contact: +91 9876543210
  4. Name: Harsh, Singh
  5. Department: Finance
  6. Admin Privilege: Checked ✓
  7. Create User
  8. Send Invite

Result: Finance manager can handle finance operations and access admin portal.

Scenario 3: Adding User Across Multiple Business Units​

Situation: Operations head manages multiple locations.

Steps for First Unit:

  1. In BU-Delhi: Add as New User
  2. Email: operations.head@company.com
  3. Department: Operations
  4. Admin: Checked ✓

Steps for Other Units:

  1. Switch to BU-Mumbai
  2. Go to Manage Users
  3. Click + Add User
  4. Select "Users from Other BU"
  5. Find: operations.head@company.com
  6. Select Department: Operations
  7. Add User

Result: Single login, access to both business units.

Field Definitions​

Email​

  • Type: Text (email format)
  • Required: Yes
  • Unique: Must be unique across platform
  • Purpose: Login username and communication
  • Validation: Must be valid email format

Contact Number​

  • Type: Numeric with country code
  • Required: Yes
  • Format: +91 XXXXXXXXXX (10 digits)
  • Purpose: SMS notifications, 2FA, communication
  • Validation: Must be valid mobile number

First Name​

  • Type: Text
  • Required: Yes
  • Max Length: 50 characters
  • Purpose: User identification
  • Display: Shows in profile and system

Last Name​

  • Type: Text
  • Required: Yes
  • Max Length: 50 characters
  • Purpose: Full name display
  • Display: Combined with first name

Department​

  • Type: Dropdown selection
  • Required: Yes
  • Options: All created departments
  • Purpose: Role assignment and access control
  • Impact: Determines available permissions

Grant Admin Privilege​

  • Type: Checkbox
  • Required: No (optional)
  • Default: Unchecked
  • Purpose: BizAdmin portal access
  • Impact: Full configuration capabilities

Troubleshooting​

Issue 1: Email Already Exists Error​

Symptoms: Error message when entering email address

Solutions:

  • Email is already registered on platform
  • Check Users List for existing user
  • Use "Users from Other BU" option if they exist elsewhere
  • Ask user for alternate email if genuinely new
  • Contact support if believe it's an error

Issue 2: Cannot Find Department in Dropdown​

Symptoms: Required department not visible in list

Solutions:

  • Department not created yet
  • Go to Organization > Departments
  • Create the required department first
  • Return to Manage Users and proceed
  • Refresh page if recently added

Issue 3: Users Remaining Shows 0​

Symptoms: Cannot add user, license limit reached

Solutions:

  • All user licenses consumed
  • Check Subscription Plans for current limit
  • Deactivate unused users to free slots
  • Upgrade subscription plan for more users
  • Contact billing to increase user count

Issue 4: User Not Receiving Invite Email​

Symptoms: User reports no invite email received

Solutions:

  • Check user's spam/junk folder
  • Verify email address is correct (check for typos)
  • Click "Send Invite" again from Users List
  • Allow 5-10 minutes for email delivery
  • Check with user's IT about email filtering
  • Contact support if still not received after 30 minutes

Issue 5: Create User Button Disabled​

Symptoms: Cannot click Create User button

Solutions:

  • Required fields not filled
  • Check email, name, contact, and department are entered
  • Verify email format is correct
  • Ensure contact number has 10 digits
  • Red asterisk (*) marks required fields
  • Fill all required fields to enable button

Best Practices​

User Creation Guidelines

Email Addresses:

  • Use company email domains consistently
  • Avoid personal emails (Gmail, Yahoo, etc.)
  • Format: firstname.lastname@company.com
  • Maintains professional appearance

Contact Numbers:

  • Verify number before entering
  • Use active mobile numbers only
  • Update if number changes
  • Important for security notifications

Department Assignment:

  • Match user's actual job function
  • Consult with department head if unclear
  • Consider approval workflow impact
  • Reassign if job role changes

Admin Privilege:

  • Grant only when necessary
  • Document all admin users
  • Review admin list quarterly
  • Revoke when no longer needed

Documentation:

  • Keep user roster updated
  • Note role changes in comments
  • Track onboarding/offboarding
  • Maintain org chart reference

Security Considerations​

User Account Security:

Important Security Practices

Verify User Identity:

  • Confirm employment before creating account
  • Use official HR communication for verification
  • Don't create accounts based on verbal requests only

Admin Privilege Control:

  • Limit admin access to 2-3 personnel
  • Document reason for each admin privilege
  • Review admin list monthly
  • Revoke immediately upon termination

Invite Management:

  • Send invites only after user confirmation
  • Track invite status and follow up
  • Resend if not activated within 24 hours
  • Don't share login credentials via unsafe channels

Deactivation Protocol:

  • Deactivate users same day as termination
  • Don't delete users (impacts audit trail)
  • Archive terminated user list
  • Review inactive users quarterly
  • Edit User - Modify user details and permissions

Frequently Asked Questions​

Q: How many users can I add?

A: Depends on your subscription plan. Check "Users Remaining" counter or go to Subscription Plans to see your limit. Contact sales to increase user count.

Q: Can I add users with personal email addresses?

A: Yes, technically allowed, but not recommended. Use company email domains for professional appearance and better security.

Q: What happens if I make a mistake in the email address?

A: User won't receive invite. Edit the user record to correct email address, then send invite again.

Q: Can one user have multiple roles in same business unit?

A: No, each user has one role per business unit. However, they can have different roles in different business units.

Q: Do I need to create users in a specific order?

A: No specific order required. However, create department heads (L3) first for better approval workflow setup.

Q: Can I bulk upload multiple users at once?

A: Not currently available. Each user must be added individually. Bulk upload feature planned for future release.

Q: What if the user already has an account in another company on Bizconnekt?

A: Each company/tenant is separate. Email can be reused across different tenants but must be unique within your tenant.

Need help? Contact support at support@bizconnekt.com