Add users

Before you start

• Your role must let you manage users. On a new instance only administrators have that permission. If it does not, the “IMPORT CSV” and “ADD USER” buttons are not shown.
• Email is set up, so invitations go out on their own. Without it you can still add people, but you deliver each link yourself. See Set up email.
• If your company already keeps its people in Okta, Entra or Google, connect that directory instead of adding them by hand (see the last section).

Add one person

1. 1

   Step 1: Open the Users page

   Go to AdministrationUsers and click “ADD USER”. A form opens with four steps: “Identity”, “Organization”, “Credentials” and “Access”.

2. 2

   Step 2: Fill in who they are

   In “Identity”, enter “First Name”, “Last Name” and “Email Address”. In “Organization”, optionally add their “Position / Title”, department and “Reports To (Manager)”. Click “Continue” after each step.

3. 3

   Step 3: Send an invitation

   In “Credentials”, leave “Send invitation email (recommended)” on. They choose their own password, so you never see it.

4. 4

   Step 4: Choose access and create

   In “Access”, pick any “Target Groups” and a “Persona Blueprint” if you use personas. Everyone is placed in “Everyone” automatically, so a regular employee needs nothing more. Click “Create User”.

Add many people from a spreadsheet

1. 5

   Step 5: Get the template

   On the Users page click “IMPORT CSV”, then “Download template”. The columns are email, firstName, lastName, department, title, managerEmail and groups. Only email is always required; first and last name are required for new people. Put several groups in one cell separated by a semicolon.

   One file can hold up to 1000 people and be up to 1 MB. Split anything bigger.

2. 6

   Step 6: Choose your options

   Click “Choose CSV file”. Then decide:

   “If the email already exists”: “Skip it”, or “Update name / department / title / manager”. Import never changes an existing person’s groups, status or password.

   “Send each new user a set-password invitation” is on by default. If you turn it off, the new people cannot sign in until you invite them.

   “Add unknown departments / titles to the governed lists” lets a new department or job title in the file be added to your lists. Leave it off to have unknown values flagged instead.

3. 7

   Step 7: Preview

   Click “PREVIEW”. Nothing is created yet. Each row shows what will happen (“CREATE”, “UPDATE”, “SKIP” or “ERROR”) with the reason next to it. Fix error rows in your file and choose it again, or go ahead and let them be skipped.

4. 8

   Step 8: Import

   Click “IMPORT” followed by the number of rows, and confirm. The summary shows how many were created, updated, skipped and failed. Every change is recorded in the audit log.

Invitations: resend, revoke, or send a sign-in link

1. 9

   Step 9: Check who has not signed in yet

   In the users list, a person who has not set a password yet shows “INVITE PENDING”. After 72 hours an unused link shows “INVITE EXPIRED”. “NOT INVITED” means the account has no password and no invitation is out, so the person cannot sign in until you invite them.

2. 10

   Step 10: Resend

   Click the send button on their row, a small paper-plane icon whose tooltip reads “Resend the set-password invite (the old link stops working)”, and confirm “Resend invite”. For a person marked “NOT INVITED” the same button’s tooltip reads “Send a set-password invitation”. A new link valid for 72 hours is sent and the old one stops working.

3. 11

   Step 11: Revoke

   To cancel an invitation, click the button next to it (its tooltip reads “Revoke the set-password invite”) and confirm “Revoke invite”. The account stays; you can invite them again later.

4. 12

   Step 12: Sign-in link for someone already set up

   For a person with no invitation outstanding, the same send button (its tooltip now reads “Email a sign-in link”) emails a single-use sign-in link valid for 15 minutes. If their account is still in preboarding or onboarding, the tooltip reads “Invite — activates the account and emails a sign-in link”, and sending it also activates the account.

Change several people at once

To change the department, manager, status, groups or roles of several people in one go, or to expire their passwords, tick them on the Users page and use “BULK ACTION”. The steps are in Change, disable or delete a user.

People who come from your directory

1. 13

   Step 13: They arrive on their own

   Once Okta, Entra or Google is connected, people are created in Zonitix from that directory. In the users list their “SOURCE” shows the directory instead of “LOCAL”.

2. 14

   Step 14: Manage them in the directory

   Their sign-in comes from the directory, so Zonitix does not send them an invitation, and a spreadsheet import skips them. Change their name or details in the directory itself, not in Zonitix.

What you should see

If something goes wrong

"Unknown department" or "Unknown job title" on a preview row

The value is not on your governed lists. Add a department under AdministrationDepartments (see Departments and naming). Add a job title under AdministrationData Governance, on the “Job titles” card under “Managed lists” (see Custom fields and managed lists). Or fix the spelling in your file, or switch on “Add unknown departments / titles to the governed lists”, and preview again.

A group "is privileged … and cannot be assigned by import"

Groups that carry administrator, user-management, security or payment access can only be given one person at a time. Import without that group, then add those people individually.

"No "email" column found" or "Too many rows"

Start from the downloaded template so the header row is right, and keep each file to 1000 rows and 1 MB.

After import, "N invites were not emailed"

Email is not set up or sending failed. Copy each one-time link and send it yourself, then click "I have saved them". Set up email so future invitations go out on their own.

"This account is managed by …; its sign-in comes from that directory."

That person comes from your directory. They sign in through it, not through a Zonitix invitation.

Still stuck? See When something goes wrong, or Contact Zonitix support.

Where next

• Change, disable or delete a user
• Add your admins
• Roles, groups and permissions
• Connect Okta, Entra or Google
• Push users with SCIM
• Departments and naming
• Help someone who is locked out