To create a new user in the Onboarded platform, you must have admin access. This guide will walk you through the process of creating a user, assigning roles and permissions, and configuring access settings.
Access and set Permissions
📌Note: Only Admin users can create and manage user accounts.
To access the user creation screen:
Go to your Onboarded dashboard.
Click the cogwheel icon located at the top right corner.
Select User List from the menu options.
Create a User in the Onboarded
From the dashboard, click on the cogwheel in the top-right corner.
Click on User List from the available menu options.
Click the Add User button to open the user setup screen.
Fill out the required user details such as name, email address, and role.
Choose the appropriate role for the user:
Admin: Full system access, including user management, billing, and integrations.
Consultant: Access to manage onboarding tasks and candidate workflows.
View Only: Read-only access to dashboards and candidate progress.
Configure additional permissions based on the user's responsibilities:
Offices Access: Grant access to specific offices or all offices to view related candidates.
Move Between Stages: Allow users to shift candidates between "In Progress" and "Onboarded".
Background Checks: Enable the option to initiate checks like police verifications.
Interview Invite Link: Set a default Calendly link for interview scheduling.
Click Save to create the user.
The system will send an email to the user with a link to set up their password.
📌Note: The password setup link expires after eight hours. If expired, users can request a new link by clicking the Forgot Password link on the login page.
FAQs
Q1: How do I add a new user to Onboarded?
Answer: Go to your Onboarded dashboard, click the cogwheel icon in the top-right corner, and select User List. Click Add User, fill in the user's details, assign a role and any additional permissions, then click Save. The new user will automatically receive an email with a link to set up their password.
Q2: What are the steps to create a user in the Onboarded platform?
Answer: From your dashboard, click the cogwheel icon (top right) and select User List. Click Add User, complete the required fields (name, email address, and role), configure any additional permissions, and click Save. The user will receive a password setup email automatically.
Q3: How can I set up a user account in Onboarded?
Answer: To set up a user account, go to the cogwheel icon in the top-right corner of your dashboard and select User List. Click Add User, enter the user's name, email address, and choose an appropriate role (Admin, Consultant, or View Only). Add any permissions they need, then click Save.
Q4: Where do I go to create a new user in Onboarded?
Answer: You can find the user creation screen by clicking the cogwheel icon in the top-right corner of your dashboard and selecting User List. From there, click the Add User button to open the user setup screen.
Q5: How do I give someone access to Onboarded?
Answer: To give someone access, go to the cogwheel icon (top right) on your dashboard and select User List. Click Add User, fill in their details, assign the right role and permissions, then click Save. They'll receive an email with a link to set up their password and log in.
Q6: I'm an admin — how can I add another team member to Onboarded?
Answer: Only admin users can create new accounts. From your dashboard, click the cogwheel icon (top right), select User List, then click Add User. Enter the team member's details, choose their role and permissions, and click Save. They'll receive a password setup email straight away.
Q7: How do I assign roles when creating a new user in Onboarded?
Answer: When creating a new user, you'll be asked to choose one of three roles: Admin (full system access, including user management, billing, and integrations), Consultant (access to manage onboarding tasks and candidate workflows), or View Only (read-only access to dashboards and candidate progress). Select the role that best matches the user's responsibilities.
Q8: How do I configure permissions for a new user in Onboarded?
Answer: After selecting a role, you can configure additional permissions based on what the user needs to do. The available permissions are: Offices Access (view candidates linked to specific offices), Move Between Stages (shift candidates between In Progress and Onboarded), Background Checks (initiate checks such as police verifications), and Interview Invite Link (set a default Calendly link for interview scheduling).
Q9: Can I create a user with view-only access in Onboarded?
Answer: Yes. When creating a new user, select the View Only role. This gives the user read-only access to dashboards and candidate progress, without the ability to make changes or manage tasks.
Q10: How do I add a consultant to the platform?
Answer: When creating the user, select Consultant as their role. This gives them access to manage onboarding tasks and candidate workflows. Follow the standard user creation process: cogwheel icon → User List → Add User → fill in details → select Consultant → configure permissions → click Save.
Q11: How do I give someone permission to move candidates in Onboarded?
Answer: When creating or editing a user, enable the Move Between Stages permission. This allows the user to shift candidates between the In Progress and Onboarded stages. You'll find this option in the additional permissions section of the user setup screen.
Q12: What's the process to invite a new user to Onboarded?
Answer: There's no separate invitation step — once you create a user and click Save, the system automatically sends them an email with a link to set up their password. Simply complete the user setup form with their name, email address, role, and permissions, and the invite is sent for you.
Q13: How do I send a user invite email from Onboarded?
Answer: The invite email is sent automatically when you save a new user. Go to cogwheel icon → User List → Add User, complete the user's details and permissions, then click Save. Onboarded will send the user an email with a link to set up their password.
Q14: Why can't I see the Add User button in Onboarded?
Answer: The Add User button is only visible to users with admin access. If you can't see it, your account may not have admin permissions. Please ask an existing admin user to either create the account for you or upgrade your permissions.
Q15: How do I grant office-level access to a new user in Onboarded?
Answer: When setting up a new user, enable the Offices Access permission and select which offices the user should have access to. This controls which candidates they can see based on office. You can grant access to specific offices or all offices, depending on their role.
Q16: How long does the password setup link last when adding a new user?
Answer: The help guide does not currently specify the expiry time for the password setup link. Please contact your Onboarded admin or support team for confirmation on link validity.
📌 Note: This answer will be updated once this information is confirmed in the source documentation.
Q17: I need to add a user to manage onboarding — how do I do that?
Answer: Create a new user with the Consultant role, which gives access to manage onboarding tasks and candidate workflows. Go to cogwheel icon → User List → Add User, fill in their details, select Consultant, configure any additional permissions they need (such as Move Between Stages), and click Save.
Q18: My dashboard view shows me 0 candidates in each stage of Onboarded.
Answer: The reason you are seeing 0 candidates in each stage is that in your Onboarded user settings the permission to office is not set up to Default or All — it is currently empty. Once an admin user sets this to Default or All, you will be able to see the candidates in your dashboard.