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Adding users

Add New User adds a person to your organisation in three steps: Details, Role and access, and Review. You give them one role as you add them; you can add more roles afterwards.

What happens next depends on whether the person already has a Performance Hub account:

  • New to the Performance Hub: you create their account, and they get a welcome email with sign-in instructions and a link to set up their password.
  • Already has an account (for example through another organisation): they get an invitation to join your organisation, and the role applies once they accept.

Quick reference

Where to find it: Settings (cog icon) → Identity and Access Management → User Permissions → Add New User

Who can access: Organisation admins, and people whose role includes Identity and Access Management

Purpose: Give a new team member access to the Performance Hub, with the right role at the right facilities

Step 1: Details

  1. Open User Permissions and click Add New User.
  2. Enter the person's Primary Email. Use the address they'll sign in with: "Primary email address cannot be changed after provisioning a new user."
  3. The dialog checks the address:
    • "No existing account in system found for this email address" means you'll create a new account.
    • "This person already has a Performance Hub account. We'll email them an invitation to join your organisation; the role applies once they accept." means they'll get an invitation instead.
  4. For a new account, enter their First Name and Last Name. Mobile Phone Number is optional.
  5. Click Continue.

The Details step of Add New User, with a primary email address entered, no existing account found, and the first and last name filled inThe Details step of Add New User, with a primary email address entered, no existing account found, and the first and last name filled in

Figure 1: Add New User, Details step

Step 2: Role and access

  1. Choose a role. Type in Search roles to find one. Each role shows:
    • its name, with a Template chip for Performance Hub role templates and an Org admin chip for roles that make the person an organisation admin
    • its description
    • its access scope and module access, for example Chosen per user - choose facilities or regions · All except 10
    • View modules, which lists the modules the role covers
  2. If the role's access is chosen per user ("Facilities need to be assigned manually for this role"), use Regions and Facilities to pick where this person can work. Roles with a fixed access scope, such as Organisation Administrator, don't ask.
  3. Click Continue.

For example, give Amelia Hart the Site Manager template at Morningside, a Store Manager role at two retail sites, or Campus IT for every facility in a region.

The Role and access step, with the Site Manager template selected and the Morningside facility chosenThe Role and access step, with the Site Manager template selected and the Morningside facility chosen

Figure 2: Role and access: choose a role, then the facilities or regions the person can access

Step 3: Review

The Review step shows the person's Details and their Role and access (role, access and modules). Click Edit on either card to go back and change it.

  • For a new account, the dialog says: "As soon as you create this account, we'll send their email address a welcome email with sign-in instructions and a link to set up their password." Click Create user.
  • For an existing account, the dialog says: "We'll email their email address an invitation to join your organisation. The role applies once they accept; the invitation expires after 14 days." Click Send invitation.

Tick Send me a preview copy to get a copy of the email yourself, so you can see what the person receives. The password setup link doesn't work in your copy.

The Review step for Amelia Hart as Site Manager at Morningside, with the welcome email notice and the Send me a preview copy optionThe Review step for Amelia Hart as Site Manager at Morningside, with the welcome email notice and the Send me a preview copy option

Figure 3: Review before you create the user

What a new user receives

When you click Create user, the person gets a welcome email with the subject "Welcome to Performance Hub". It lists the access you gave them under Your access: the organisation, the role and the facilities or regions it covers. It then offers two ways in:

  • Sign In to Performance Hub: sign in with their Google, Microsoft, Apple or Slack account.
  • Set Up Password: get instructions to set up a password, to sign in with their email address instead.

The email ends with a link to these docs.

An example Performance Hub welcome email to amelia.hart@example.com, listing Site Manager at Morningside, with Sign In to Performance Hub and Set Up Password buttonsAn example Performance Hub welcome email to amelia.hart@example.com, listing Site Manager at Morningside, with Sign In to Performance Hub and Set Up Password buttons

Figure 4: An example welcome email, with the access you gave them. Names and addresses are examples.

People who already have an account get an invitation email instead. See What the person receives.

After you add someone

  • New users appear in User Permissions straight away. They can sign in once they've set up their password from the welcome email.
  • People you invited appear in your pending invitations until they accept.
  • To give someone another role, for example Venue Duty Manager at a second venue, see Changing a user's roles.