Add colleagues to your oboloo account from Settings > Users so they can sign in and work on your records. This guide is for administrators and anyone else who manages users.

Before you start

Only users whose role has Create access to Users can add new users. To check your access, see Viewing Your Access Rights. On a paid plan, each new user also needs a Licence before they can sign in, so check you have a spare one.

Add a user

Open the Users page

Go to Settings > Users.

Click Add New User

The Add User panel opens on the right.

Enter the user's details

  • Required: First Name, Surname, Email, Position and Role. The role controls what the user can see and do. See User Roles & Access Rights (RBAC).

  • Optional: Location, Department and Contact Number. The departments listed depend on the location you choose. If the location or department you need doesn't exist and you can create them, use New Location or New Department.

Click Add User

The user is added to the users table with the status Inactive.

Give the user access

  • Paid plan: when asked Would you like to assign this user a licence now?, click Yes. On the user's record, open Licence & Plans and click Assign Licence. See Assign and Revoke Licences.

  • Free plan: open the user's record, go to Licence & Plans and click Activate User. See Activating and Deactivating Users.

  • Free trial: there's nothing else to do. The invitation is sent as soon as you add the user.

Resend an invitation

Find the user

In Settings > Users, search for the user, or choose Inactive in Select Status.

Click Resend Invite Link

Open the three-dot menu on the user's row and click Resend Invite Link. In Resend Invitation Link, click Yes. This option only appears for inactive users.

What happens next

  • The invitation email: it contains a link to set a password. During a trial it's sent when you add the user; on a paid plan, when you assign a Licence; on the Free plan, when you click Activate User.

  • The user's status: the user shows as Inactive until they're given access. During a trial they become Active once they set their password and sign in.

  • The user record: click the user to open it. Account holds their details, role and the Primary User tick box. Licence & Plans, Assigned Records, Access Rights and Security (for resetting their password) are on separate tabs.

  • Users can't be deleted: to remove someone's access, revoke their Licence on a paid plan, or click Deactivate User on the Free plan.

Troubleshooting

I can't see the Add New User button

Your role doesn't have Create access to Users. Ask an administrator to check your role.

The new user hasn't received an invitation

On a paid plan, the invitation is only sent when a Licence is assigned, and on the Free plan when the user is activated. If you've done that, ask them to check their spam folder, then use Resend Invite Link.

I see "Email is already registered with us"

That email address already belongs to a user in your account, including inactive users. Search for them in Settings > Users and give them a Licence or activate them instead of adding them again.

The user sees "No Licence Assigned To This Email" when they log in

Your account is on a paid plan and the user doesn't have a Licence. Open their record, go to Licence & Plans and click Assign Licence.

Related articles

📌 Need Further Help?
If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.