Learn how to invite users, assign them to groups and sites, and apply appropriate permission sets.

What You'll Need

Before you begin:

• ✅ Admin Access: Administrator or owner role in your organization
• ✅ User Information: Names and email addresses of users to invite
• ✅ Groups Created: Groups set up (see Structure your Organization)
• ✅ Sites Created: Sites set up (see Structure your Organization)
• ✅ Roles Defined: Understanding of available roles and permissions

Overview

Adding your team involves three key steps:

• Invite Users - Send invitations to team members
• Assign to Groups & Sites - Organize users into groups and assign them to sites
• Apply Permission Sets - Assign roles to give users appropriate permissions

Invite Users

Invite team members to join your Scan2Evolve organization.

Web App

Step 1: Navigate to Users

• Click Admin in the navigation menu
• Click Users
• Or go to /admin/users
• Click Invite User or Create User button

Step 2: Fill User Information

• Name: User's full name (e.g., "John Doe") *
• Email: User's email address (e.g., "john@example.com") *
• Employee Number: Employee number (optional)
• Phone: Phone number (optional)

Step 3: Set Initial Password (Optional)

• Enter a temporary password for the user
• User can change password on first login
• Or leave blank to send password reset email

Step 4: Send Invitation

• Click Save or Invite button
• User account is created
• Invitation email is sent (if configured)
• User can now log in

Example:

User: "John Doe"
Email: "john@example.com"
Employee Number: "EMP-001"
Phone: "+1 (555) 123-4567"
Password: (temporary password or reset email)

Bulk Invite Users

Step 1: Prepare User List

• Create a CSV file with user information
• Include: Name, Email, Employee Number (optional)
• Save as CSV format

Step 2: Upload User List

• Go to Users page
• Click Bulk Import button
• Select CSV file
• Review user list

Step 3: Confirm Import

• Review imported users
• Assign default roles and groups (optional)
• Click Import button
• Users are created and invitations sent

Example CSV:

Name,Email,Employee Number
John Doe,john@example.com,EMP-001
Jane Smith,jane@example.com,EMP-002
Bob Johnson,bob@example.com,EMP-003

Assign to Groups & Sites

Organize users into groups and assign them to sites they need to access.

Assign to Groups

Step 1: Open User Profile

• Go to Users page
• Click on the user you want to assign
• User profile opens

Step 2: Assign Groups

• Go to Groups section
• Select groups to assign user to
• Click Save button
• User is added to selected groups

Step 3: Verify Assignment

• User now has access to group resources
• User can see group templates and sites
• Group permissions apply to user

Example:

User: "John Doe"
Groups: ["Operations Team", "Maintenance Team"]
Access: Can access templates and sites assigned to these groups

Assign to Sites

Step 1: Open User Profile

• Go to Users page
• Click on the user you want to assign
• User profile opens

Step 2: Assign Sites

• Go to Sites section
• Select sites to assign user to
• Click Save button
• User is assigned to selected sites

Step 3: Verify Assignment

• User now has access to assigned sites
• User can conduct inspections at these sites
• Site-specific permissions apply to user

Example:

User: "John Doe"
Sites: ["Head Office", "Warehouse A"]
Access: Can conduct inspections at these sites

Assign via Groups

Users automatically gain access to sites when they're assigned to groups that have access to those sites.

Example:

Group: "Operations Team"
Sites: ["Head Office", "Warehouse A"]

User: "John Doe"
Groups: ["Operations Team"]
Automatic Access: Can access "Head Office" and "Warehouse A"

Apply Permission Sets

Assign roles to users to give them appropriate permissions.

Understanding Roles

Scan2Evolve includes several roles with different permission sets:

Admin

• Full system access
• Can manage users, groups, sites, templates
• Can view all inspections and data

Site Manager

• Site-level management
• Can manage users at their sites
• Can view and manage inspections at their sites

Inspector

• Can run inspections
• Can view inspections they've conducted
• Cannot manage templates or users

Reviewer

• Can review and approve inspection results
• Can view inspection reports
• Cannot create or edit templates

Viewer (Read-only)

• Read-only access to reports and data
• Cannot conduct inspections or make changes
• Suitable for stakeholders

Assign Roles

Step 1: Open User Profile

• Go to Users page
• Click on the user you want to assign roles to
• User profile opens

Step 2: Assign Roles

• Go to Roles section
• Select roles to assign
• Click Save button
• Roles are assigned to user

Step 3: Verify Permissions

• User permissions are updated immediately
• User can access features based on assigned roles
• Multiple roles can be assigned if needed

Example:

User: "John Doe"
Roles: ["Inspector", "Site Manager"]
Permissions: Can run inspections, manage site users, view site inspections

Role Combinations

Users can have multiple roles. Common combinations:

Inspector + Site Manager

• Can run inspections
• Can manage users at assigned sites
• Can view and manage site inspections

Inspector + Reviewer

• Can run inspections
• Can review and approve inspection results
• Cannot manage users or templates

Site Manager + Reviewer

• Can manage site users
• Can review and approve inspection results
• Can view and manage site inspections

Employee Sync (Advanced)

If your organization uses employee sync, users can be automatically created and managed from your HR system.

Automatic User Provisioning

How it Works:

• HR system syncs employee data to Scan2Evolve
• Users are automatically created from employee records
• User accounts are activated based on employee status
• Roles and groups can be assigned based on employee data

Configuration:

• Set up API integration with HR system
• Configure employee sync settings
• Map employee fields to user fields
• Configure automatic role and group assignments

See Also:

• Employee Sync Flow - Detailed employee sync documentation
• API Reference - API documentation for integrations

Best Practices

User Management

• Invite in Batches: Invite users in logical groups (e.g., by department)
• Use Employee Numbers: Use employee numbers for easy identification
• Set Strong Passwords: Encourage strong passwords or use password reset
• Review Regularly: Review user list regularly and remove inactive users

Group Assignments

• Logical Groups: Assign users to groups that match their roles
• Avoid Overlap: Avoid assigning users to too many groups
• Regular Review: Review group assignments regularly
• Document Decisions: Document why users are in specific groups

Site Assignments

• Necessary Access Only: Assign users only to sites they need
• Via Groups When Possible: Assign sites to groups rather than individuals
• Review Regularly: Review site assignments regularly
• Update as Needed: Update assignments when users change roles or locations

Role Assignments

• Principle of Least Privilege: Assign minimum necessary permissions
• Regular Review: Review role assignments regularly
• Multiple Roles: Use multiple roles only when necessary
• Document Decisions: Document why users have specific roles

Common Questions

How do I invite multiple users at once?

You can use bulk import to invite multiple users. Prepare a CSV file with user information and upload it through the Users page.

Can users belong to multiple groups?

Yes! Users can belong to multiple groups. Their access will be the union of all group permissions.

Can users be assigned to multiple sites?

Yes! Users can be assigned to multiple sites. They'll have access to all assigned sites.

Can users have multiple roles?

Yes! Users can have multiple roles. Their permissions will be the combination of all assigned roles.

What happens if I remove a user from a group?

If you remove a user from a group:

• User loses access to group-specific resources
• User may lose access to sites if access was group-based
• User retains access to individually assigned sites and resources

How do I deactivate a user?

Go to the user's profile and set their status to "Inactive". The user will not be able to log in but their data will be preserved.

Related Articles

• Structure your Organization - Create groups, sites, and roles
• Configure Settings - Set up organization details and visibility
• Employee Sync Flow - Automatic user provisioning
• User Roles - Detailed role permissions

Next: Next Steps →