From the All Users list, click New User in the top right. The new-user form opens with the standard set of fields plus any Custom User Information Fields you've added.
Required fields
- Email address — will be the username if email-as-username is on (the default).
- Initial password — sets the user's first password. Either pick one yourself, generate a random one (if your platform's UI provides a button), or use the "send setup email" option that has the user pick their own.
- Security group(s) the user should belong to — at minimum All Users.
Optional fields
Name, phone number, profile picture, and any custom user fields you've added — department, employee ID, dietary preferences, whatever's relevant to your application.
The setup-email approach
Rather than picking a password yourself, the more common pattern is to send the new user a setup email containing a one-time link to set their own password. This avoids you knowing their password (which is a security improvement) and lets the user pick something memorable.
Toggle the "Send setup email" option on the new-user form. The platform will:
- Create the account with a random unguessable password.
- Generate a setup link with a time-limited token.
- Send the link via the configured New User Registration Email Template.
- When the user clicks the link, they're prompted to set their password.
Welcome email
If Send New User Registration E-mail (Admin Created) is enabled in Site Settings, the user gets a welcome email immediately on creation — including their login link and (depending on configuration) either their initial password or a setup link. The exact template is configurable.
If this setting is disabled, you'll need to communicate the credentials to the user out-of-band (in person, via Slack, via a separate email you write yourself).
Three real-world creation flows
Flow 1: New employee onboarding
HR creates the account with the employee's email, department, and initial security groups. "Send setup email" is on — the employee picks their own password from the email link. They're added to the relevant department group and given Browse permissions on the customer table on day one.
Flow 2: B2B customer admin provisioning
Customer success creates the account for a new customer's admin user. Picks initial password manually ("Welcome2026!") and communicates it via a secure channel. Customer admin is added to the Customer Admins group; they then log in, change their password, and start adding their own team via self-service.
Flow 3: Quick demo account
Sales creates a demo account for an evaluating prospect. Sets password to a known demo value ("DemoUser2026"). Adds to the Restricted Accounts group to limit what the prospect can do. Account is auto-disabled after 30 days via a scheduled Task.
Tip: Even when you set an initial password manually, the new user should change it on first login. Some installs configure the password as one-time so the platform forces a change. Combine with required-2FA-on-first-login for stronger onboarding.