Add one user to a facility or to the whole workspace, or upload many users at once from the User Upload Template.

Who this is for: Admins. Only users with an admin role see the Admin section in the left menu.

Before you start:

You need the admin permission for Users & permissions.
Switch to the right facility first with the facility switcher (top left). A new user belongs to the facility you are in.
For a bulk upload, have each person's real, unique Employee ID ready.

Time: 2 minutes for one user. About 15 minutes for a bulk upload.

Add a single user

Use the facility switcher (top left) to choose the facility the user belongs to.
In the left menu, open Admin > Users & permissions. The User Management tab opens.
Click Add User.
Enter the user's first name, last name, a username and an Employee ID. Email is optional, so shop-floor users can sign in with their Employee ID.
Fill in the other details you use, such as job title, gender, manager, shift, cost center or employee classification.
Decide whether this is a facility user or a workspace user:
Facility user: leave Is Workspace User unticked. The user only has access to the facility you are in.
Workspace user: tick Is Workspace User and select every facility the user should work in. Use this for corporate staff or people who support several sites.
Click Save Changes. The user gets a temporary password and is asked to change it at first sign-in. Roles are not set on this form: to give the user more than standard access, add them to a role from Admin > Roles afterwards. See Create a role.

Upload many users at once

In the left menu, open Admin > Users & permissions. The User Management tab opens.
Open the menu next to Export Users and click User Upload Template.

In User Management, click Attach and select your file.
On Assign fields, match each column in your file to the right LeanSuite field.
Check everything on Review data, fix any rows flagged with errors, then click Next.

In User Management, use Export Users to download your current user list.
Edit the file, for example to set leavers to Inactive or change job titles, and add new rows for new users.
Upload the file. Existing users are updated and new rows are added as new users.

The new user appears in the User Management list and can sign in with their username or Employee ID and the temporary password.

To change a user's email, job title or facilities, open the user from User Management with the ... menu in the Action column.
When someone leaves or goes on leave, set the user's status to Inactive rather than deleting them. Their history (Projects, Issues, training records) is kept, and they can no longer sign in.

Problem	Likely cause	Fix
The user cannot see a module or setting after you gave them a role	Role changes apply at the next sign-in	Ask the user to sign out and back in.
The user is in the wrong facility	You were in a different facility when you added them	Switch to the right facility with the facility switcher, then open the user and update their facilities.
Bulk upload shows errors on some rows	Placeholder or duplicate Employee IDs, or a missing required column	Fix the flagged rows on Review data and upload again.
Duplicate users after an upload	The same new-user file was uploaded twice	Do not upload the same new-user file twice. Set the duplicates to Inactive in User Management.
Hourly and salaried staff come from different lists	One file mixes both lists	Upload them as separate files.
You need to load a very large list, or users together with assets and skills	Too large for the template	Ask your LeanSuite onboarding team to import it for you.

Users must sign out and back in after you change their role or facility access.
To rename a facility, contact [email protected].