How do I create users/profiles and invite them to my account?

Modified on Wed, 29 May 2024 at 10:21 AM

In this article, you will find out what options there are for creating users in the management platform and how you can implement this in practice. We will then explain how to invite your employees to their digital business cards.


TABLE OF CONTENTS



I. Creating users 


Open the “User profiles” view in the Lemontaps Management Platform. This link takes you directly to the view. 


1. Add individual users directly in the platform 


In the management platform on the left sidebar under the “Profiles” view, you can manually create individual users using the “Add user” button at the top right. 




Fill in at least the mandatory fields first name, surname and e-mail address. 



When creating the user, you can select whether the invitation should be sent automatically to the newly created user (see below). If you deactivate this function, the invitation must be sent later (see II. Invite user).  


Then click on “Save”. The new user is now displayed in the table.


If you want to appoint the user from employee to administrator (or unit administrator), click on the round edit button with the pencil next to the name on the left. There you can define the role of the user under the “Account” tab. Don't forget to save!




Note: If you set the access rights for the user so that they can also edit their profile, you theoretically only need to enter the mandatory fields. The user could then theoretically create all other information and profile modules themselves if you have not already done so for them. 


2. Bulk creation via the Excel uploader


In the management platform under the “Profiles” view, you can use the “Bulk actions” button at the top right to create several users at the same time via Excel import. Click on “Add user” to open the pop-up where you can download the Excel template. 




You can now add your employees' information to the correct column in the Excel sheet. The only mandatory fields are first name, surname and email address. Although you can enter the website URL, all individual links (e.g. LinkedIn profile) or files for the digital profile must be handled via settings in the platform, not using the Excel importer. 


In principle, you can also use your own Excel and assign the columns to the fields of the template (see next step).


Once you have completed the Excel spreadsheet, upload it in the same pop-up window. You will be asked to match the columns so that all fields are assigned correctly. 



Click on “Next” and you can now check the accuracy of your Excel table and assignments again. Fields that are not valid are displayed in red and you can edit them directly here.


As soon as everything fits, click on “Send” and the users will be created in the platform. The invitation and other settings for the digital profiles can now be made in the platform. 


Note: If you set the access rights for the user so that they can also edit their profile, you theoretically only need to enter the mandatory fields. The user could then theoretically create all other information and profile modules themselves if you have not already done so for them. 


3. Automatic user synchronization 


Alternatively, you can set up a direct interface to your employee database at Lemontaps. Synchronization takes place via Azure AD / EntraID or SCIM, for example. This integration is set up either via self-service or in a joint IT meeting. 


The data for the “Digital business cards” user group, for example, is initially added to the platform once and then synchronized every 24 hours. Changes in your database are automatically transferred to Lemontaps and you save the time that would be required for manual adjustments. 


(It is also possible to set up a single sign-on (SSO) for a convenient login).


If you would like to find out more about the integrations, simply contact our support team or visit this page.


II. Invite users


1. How do I invite users?


If you want to invite a single user, click on the checkbox in the table with the user profiles on the far left. You can select several individual users above it. You can also sort by “Status” in the table. 


If you want to invite all users who have not yet received an invitation email, click on the checkbox to the left of “Edit” at the top of the table. The people who are not yet set to “active” are filtered automatically in the next step. 


After selecting the users, the option “Send XY invitation(s)” now appears above the table. As soon as you click on this, the invitation emails are sent to the employees.


 

Note: You may have the option in your package to customize the invitation email to your users according to your wishes. Check in the platform whether you are enabled for invitation emails under > Team settings > Email templates > Select email. You can find instructions for the e-mail template editor here



2. What does the respective “status” of a user mean?


In the table with user profiles, you will see the “Status” column on the left. 


“Not invited”

This means that the user has been newly created and has not yet received an invitation email. 


“Invitation sent” 

This means that the user has already received an invitation email, but has not logged into their Lemontaps account and assigned a password. 

Sometimes these emails get lost by your employees - simply resend the invitation email. 


“Active”

This means that the user has received an invitation e-mail, assigned a password and logged in to their Lemontaps account. 



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