How do I add users in Flexwhere?

In Flexwhere, users can be added by the Admin in the Control Centre — either a single user manually or multiple users at once by uploading a CSV user list.

Who can add users in Flexwhere?

Users can be added by the Admin of the Flexwhere environment.

How do I add a single user?

Sign in to Flexwhere Control Centre, go to the Users tab, click '+ New user' at the top right and select 'Add a user', fill in the information for the new user, and click save. The new user is now created and can use Flexwhere.

How do I add multiple users at once?

Sign in to Flexwhere Control Centre, go to the Users tab, click '+ New user' and select 'Add user list', select the CSV file containing the new users, choose whether to add to or replace the current user list, and select submit.

What happens when I replace the current user list?

When the 'Replace the current user list with a new one' option is selected, users not present in the CSV file are removed from Flexwhere.

How to add users and invite them to Flexwhere

Admins add users in the Control Centre. Adding a user and inviting them are now two separate steps: you can add colleagues while you set up your environment, and invite them when you're ready. This article explains how to add users, how to invite them, and what they receive.

How does it work?

When you add a user, you choose whether to invite them straight away. The invite toggle is on by default, so nothing changes if you keep working the way you do today.
An invited user receives a welcome email based on their role and can log in to Flexwhere.
A user who has not been invited yet is in your user list but cannot log in.
You can invite users later, one at a time or several at once.

Important: Choosing when to invite is available on paid plans. On the Free plan, every new user is invited straight away; the toggle is shown but cannot be changed.

What does the invitation email contain?

Every invitation explains what Flexwhere is used for. Users with an extra role also see what that role lets them do.

Role	Extra in the invitation email
Employee	Finding colleagues, workplaces and meeting rooms on the floor plan
Manager	Viewing workplace insights in the Control Centre
Desk planner	Booking for groups and guests, and managing colleagues' bookings
Admin	Setting up floor plans and objects, managing users and organisation settings

On the Meeting Room plan, only the Employee and Admin roles exist, and their emails focus on meeting rooms.

How to add a single user

Log in to the Control Centre and go to the Users tab.
Select + New user and choose Add a user.
Fill in the user's details.
Keep the invite toggle on to invite them now, or turn it off to invite them later.
Select Save.

Note: Once a user has been saved with the toggle on, the invitation has been sent and the toggle can no longer be turned off.

How to add a user list (CSV)

In the Users tab, select + New user and choose Add user list.
Select your CSV file.
Choose whether to add the users to the current list or replace the list.
Set the invite toggle. It applies to every new user in the file.
Select Submit.

The CSV requirements and the warning about replacing the user list stay as they are in the current article.

How to invite users later

One user: open the user's profile, turn on the invite toggle and save.

Several users at once:

In the user list, tick the checkboxes in front of the users you want to invite. Use the select-all checkbox to select everyone on the page or every user that matches your search.
An action bar appears with Export, Invite and Delete.
Select Invite.
Flexwhere shows which invitations were sent, which were skipped and which failed.

How can I see who has been invited?

The user list has a new access column. An icon shows whether a user has been given access; a crossed-out icon means they have not been invited yet. [SCREENSHOT: user list with access column]

To make room, the two first-aid columns (Basic Life Support and Emergency Response Officer) are now combined in one column.

What about existing users?

Nothing changes for them. All existing users are marked as invited, keep their access and will not receive an invitation email.

FAQ

Can I send an invitation again?
No. A user who has already been invited cannot be invited again, and Flexwhere tells you why.

Can I invite a user without an email address?
No, an invitation needs an email address.

What happens with users from a scheduled import (Microsoft or SFTP)?
A scheduled import does not change whether a user has been invited.

Need help? Contact Flexwhere Support.