How to manually create a new user

If you don't import your users from Entra ID (formerly Active Directory) or a spreadsheet, you can create user profiles by hand. Each new user must be assigned to an office, and you can also add a manager, department, contact details and employment information.

This guide will walk you through creating a single user and the options available once they're created.

This guide covers:

• Creating a new user
• What to do after creating the user
• Considerations, tips & guidance

Before you start:

• You need the User and Group Manager permission.
• Have the user's first name, last name, email address and office to hand. These are mandatory.

Creating a new user

1. Go to the Actions button > Configure, then under Users select Add Single User.

2. To add a profile picture, select the icon next to the profile image on the left and choose or upload an image using the media picker.

   

3. New users are active by default. To make the account inactive, click the User Status toggle.
4. Fill in the user's details on the right. These four fields are mandatory:
   • First name
   • Last name
   • Email
   • Choose Office
5. We also recommend adding a Payroll number (see the tips below).
6. When you're happy with the details, select OK.

The fields shown may have been tailored to your organisation. To change them, see How to customise user profile fields.

What to do after creating the user

Once the user is created, you'll see some optional next steps. You don't have to do any of them, and you can also select Return to list of users or + Create another user.

• Send invitation email: emails the user an invitation to log in. A banner confirms it's been sent.
• Create credentials to allow this user to login to the site: opens the native credentials screen, where you enter a username and password and select OK.

• Manage this user: opens the user's account overview, where you can manage every aspect of their account.

  

Considerations, tips & guidance

• Add a payroll number: email is the main way Oak identifies a user, and payroll number is the backup. If you later import or sync users, Oak checks the email first, then the payroll number, before creating a new profile. This means you can change someone's email without creating a duplicate account. If your organisation doesn't use payroll numbers, you can make some up for your intranet.
• Add a profile photo: if users aren't allowed to set their own profile picture in your site settings, we recommend adding one for them.
• Setting up a new intranet? Add your users without sending invitations. You can invite everyone at once when you're ready to launch.