In order for users to have access to your site, they will either need to register, be invited, or be added to the site by the administrator. This article will outline the three ways that you as an administrator can add a user to your site.
A user must be added to a site before they will be able to complete any required tasks. The applicant role will support self-registration, however, reviewers and fellow administrators cannot. There are three ways in which you as an administrator can add these users to a site:
Applicants can also register for the site themselves. However, Reviewers will need to be added using one of the above options and Recommenders will need to be invited using the Get a Recommendation task.
Manually adding users will allow you to add the user’s name, email, and choose the role they will be a part of all at once. The difference between this option and the Invitation Option detailed below is that an email will not automatically be sent to the user. For these cases, sending an email is an extra step that will need to be taken. This can be handy if you wish to complete the process of adding the users but you do not wish to send them an email just yet.
To add a user to the site without notifying them:
An email can be sent to invite a user to your site at a later date (after they have been added). For more information, you can refer to How to Send an Invite to an Existing User.
This step will involve sending an email to the user and allowing them to complete the rest of the registration. In order to Invite a User:
If a custom message is not selected then only a generic default message will be sent. The email that is sent to the user reads: Hi there, [Custom Message, if entered] If the link is not clickable, please copy and paste it into your browser's address bar. [Unique link to login to the site]
In some cases, you may need to add multiple users to your site at one time. If this is the case you can use the Import Users feature of the site.
To upload users in bulk:
The email sent to the users is:
Hi there,
[Custom Message, if entered]
If the link is not clickable, please copy and paste it into your browser's address bar.
[Unique link to login to the site]
If your site already has existing users, you can select how you would like to treat duplicates that may exist in your import. The options you can choose from are:
| Action | Description |
| Skip | If there is an email address in the import that already exists in your site, the upload will completely skip over this user, and no further information will be updated. |
| Overwrite Existing Fields | In some cases, information may have changed for your users. With this option, if the site recognizes a duplicate it will use the information in the upload to overwrite the information that exists in the site. |
| Update Missing Fields | This option means that if the field was not completed previously then it will be updated. This can be useful if you add a new custom field and only wish to update that field for users. |
Importing Users is completed one role at a time. If you wish to upload users to multiple roles in the site you will need to repeat the above steps for each of the Roles. As the upload is role specific, choosing to "Overwrite Existing Fields" will not have an effect on information for other roles.