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Add users to my organization

Learn how to add users to your organization via the web app.

Add a user

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Users.

  3. Click Plus iconAdd users on the upper-right corner of the page.

  4. Enter the user's details. If your organization is on the Premium Plan or Enterprise Plan, select the user's seat type.

  5. Click Next.

  6. If you have the "Platform management: Permissions" permission, you can select the permission set you want to assign to the user. If required, you can also add the user to groups and sites. Assign a permission set, as well as group and site membership while adding a user via the web app.

  7. Click Add users.

  8. If you've set a password for the user, choose whether to notify the user with custom instruction messages or not in the pop-up window: Notification options for notifying new users of their passwords via the web app.

    • Don't notify users: The user won't receive an email.

    • Send password instructions via email: The user will receive an email about their account, including a custom message you can add.

  9. If you didn't set a password for the user, they'll receive an email to activate their account and set a password.

Add users in bulk

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Users.

  3. Click image on the upper-right corner of the page and select Upload or cloud up arrow icon.Bulk upload users (CSV).

  4. Click Download CSV template on the upper-right of the page. Download the add user CSV template via the web app.

  5. Add new users by entering each of their details in the relevant columns of the CSV template:

    • email: The email address of a user.

    • first_name: The first name of a user.

    • last_name: The surname of a user.

    • password: The password you want to set for a user. You can leave this field blank to allow the user to set up their own password.

    • permission_set: The name of the permission set you want to assign to a user. This is only supported if you have the "Platform management: Permissions" permission.

    • groups: The "role_id" of the groups you want to add a user to. You can leave this field blank to add the user to groups with a dropdown menu later.

    • sites: The names of the sites or levels you want to add a user to. You can also enter the site's "location_id" or "id" from the site list. If you leave this field blank, you can add the user to sites with a dropdown menu later.

    • seat_type: The seat type you want to set for a user.

  6. Drag and drop your CSV file into the "Drag your CSV files here" box or click browse to select the file from your computer directory.

  7. Match your CSV column headers with their corresponding fields in SafetyCulture. Then, click Review data.

  8. Review the data from your CSV, and once you're ready, click Next. If required, you can also make changes to each user's details on this page.

  9. If you've set a password for the users, choose whether to notify the users with custom instruction messages or not in the pop-up window: Notification options for notifying new users of their passwords via the web app.

    • Don't notify users: The users won't receive an email.

    • Send password instructions via email: The users will receive an email about their account, including a custom message you can add.

  10. If you didn't set a password for the users, they'll receive an email to activate their account and set a password.

  11. Review the data from your CSV, and once you're ready, click Upload users. If required, you can also make changes to each user's permission set and membership on this page.

  12. Once the users are added, click Go to user list.

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Users.

  3. Click Link iconGet invite link on the upper-right corner of the page. If there's no active link, click Link iconCreate and copy link.

  4. Click Copy content iconCopy link or Download iconDownload QR code, and share it with your team members for them to join your organization.

Please take note of the following for the invite link:

  • When a team member joins via the link, they'll be prompted to either join your organization using an existing SafetyCulture account or sign up for a new one.

  • If your organization is on the Premium Plan or Enterprise Plan, users will join as users in guest seats and have the default permission set for guest seats. You can change their seat type at any time.

  • You can disable the invite link at any time. However, once the link is disabled, the next link and QR code you generate will be new ones, rather than reactivation of the old ones. This means that you would need to share the new link and QR code again for team members to join.

You can only bulk add up to 25,000 users in total per CSV upload and can only add up to 3,000 users to full seats at once.

Frequently asked questions

A user is each person who logs in to SafetyCulture. Each user has a user account and a username which, in SafetyCulture, is their email address. To access SafetyCulture's features, each user requires a seat. Depending on each user's seat type, the cost and features they can access vary.

If you need to make seats available for new users, you can deactivate or remove existing users beforehand. If your organization is on the Premium Plan or Enterprise Plan, don't forget that you can also change the seat type for users.

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