Objective
This SOP outlines the steps to create a new user account in EnviroAutomate. Users are the people in your organisation who access the system. Each user has login credentials, personal details, an address, and an assigned role that determines their permissions.
Prerequisites
You must be logged in as an administrator
Key Steps
1. Navigate to the Create User Page
Click "Users" in the left sidebar under the System Settings section
Click the "Create User" button at the top of the list
2. Enter Login Credentials
Email address (Username) - The user's email address, which will be used as their login username. This is required.
Invite by Email - Check this box to send the user an email invitation with a link to set up their account and password. If unchecked, you will need to provide the user with their login details manually.
Lock Out Enabled - Check this box to enable account lockout after too many failed login attempts
3. Enter Personal Details
First Name - The user's first name (required)
Last Name - The user's last name (required)
Job Role - The user's job title or role within the organisation (required). This appears on reports and communications.
Culture - Select the user's locale/culture setting (e.g., English - Australia). This affects date and number formatting throughout the system. Required.
Timezone - Select the user's timezone (required). This ensures dates and times are displayed correctly for the user.
Phone Number - The user's phone number (optional)
Profile Picture - Upload an image for the user's profile avatar (optional)
Signature Photo - Upload an image of the user's handwritten signature for use in reports (optional)
4. Set Up Email Signature (Optional)
Use the rich text editor to create an email signature that will be automatically added to the user's outgoing emails. The editor supports formatting, links, images, and tables.
5. Enter Address Details
Country - Select the country (required)
Address Search - Start typing to search via Google Places and auto-populate the address fields
Address Line 1 - The street address (required)
Address Line 2 - Additional address information (optional)
City - The city or town (required)
State/Province - The state or province (required)
Postal Code - The postal code (required)
6. Assign Role
In the Tenants and Roles section, assign the user to your organisation with a role:
Select your organisation from the tenant dropdown
Choose a role for the user: Standard User - Access to all core workflow features (Sites, Projects, Fieldwork Tasks, Client Reports, Documents, Clients). Administrator - All standard user access plus Scientific Settings, System Settings, and user management.
Click "Remove" to remove a tenant/role assignment if needed
7. Save the User
Click "Save" to create the user account
If "Invite by Email" was checked, the user will receive an email invitation to set up their password and log in
Cautionary Notes
The email address must be unique — no two users can share the same email
If "Invite by Email" is checked, ensure the email address is correct before saving — the invitation will be sent immediately
The Culture and Timezone settings affect how dates and numbers appear for the user throughout the system
The Job Role appears on generated reports — ensure it is professional and accurate
At least one tenant/role assignment is required
Tips for Efficiency
Use the "Invite by Email" option to let users set their own password securely
Upload a profile picture and signature photo during user creation to avoid having to update the account later
Set the correct Culture and Timezone to ensure the user sees dates in the expected format from their first login
Use the Address Search feature to quickly populate address fields