Add User
Add and configure new users with roles, access levels, and optional SSO login settings.
Purpose
Adding users ensures that everyone working within your organization has secure access to Cloudscaff with the correct level of visibility, authority, and accountability.
Each user created here can be assigned a role that defines what they can see and do — maintaining both control and compliance across your operations.
Accessing Add User Page
In the side navigation, click Settings → User Profiles → Click (+) Button
The user list displays all active users in your organization.
Open Add User Form
Click the ➕ icon in the bottom-right corner to open the “Add User” form.
Adding a User
Add User Form
The Add User form captures all the essential information for creating a user profile, assigning permissions, and inviting them to log in (via password or SSO)
You can:
Add new users manually with a password, or
Enable SSO (Single Sign-On) to allow login via Google / Microsoft credentials. You can also assign the user’s role, which controls their access and functionality in the system.
Step-by-Step Process to Add a User
Email
The user’s email address is used for login.
Full Name
The user’s first and last names are to be displayed in documents and logs.
Contact Number
This is an optional field phone number are to be displayed in documents and logs.
Title
User’s position or title, e.g., Site Manager, Supervisor, Foreman, etc.
Enable SSO Invitation
Toggle this on to allow login via Google or Microsoft instead of a password. When enabled, the system sends an invitation email that the user must accept via SSO.
SSO Invite Toggled Off
SSO Invite Toggled On
Password (only if SSO disabled)
Set a secure password for manual login users. Hidden automatically when SSO is active.
Password Note:
The “Forgot Password” option is used to reset your password — whether you’ve forgotten it or you want to change the temporary password provided by your administrator.
In both cases, you’ll follow the same process:
Log out of your account.
On the login page, click “Forgot Password.”
Follow the on-screen steps to set a new, secure password.
This ensures your account remains secure and personalized to you.
Set Roles and Permissions for a User
Opens the Roles where you can assign one or multiple predefined roles (e.g., Super Admin, Site Admin, Reports Access, etc.).
Roles Display
After setting a user’s Roles and Permissions, their assigned roles will appear just below the selection field, confirming which access levels have been applied to that user.
Create User / Send SSO Invitation
Final action button — label changes based on whether SSO is enabled or not.
If SSO is not enabled, click the Create User button — the user will be added directly into the system and can log in using the temporary password you’ve assigned.
If SSO is enabled, click the Send SSO Invitation button — the user will receive an email invitation to join via your organization’s Single Sign-On.
Once they accept and log in for the first time, they’ll automatically appear in your Active Users list.
How It Works in Practice
Open Settings → Users → Add User (+).
Fill in the user details and select whether to enable SSO.
Assign the appropriate role(s) via the Select Role button — this determines their permissions.
Click Create User (for password users) or Send SSO Invitation (for SSO users).
If SSO is enabled, the user appears under Pending Invitations until they accept. If SSO is not enabled, the user will appear in the Active User list.
Once accepted or created, the user appears in the Active Users list, where you can manage roles, branches, and permissions.
Best Practices
Always use company email addresses for consistency and security.
Assign the minimum required permissions to maintain data integrity.
Use descriptive titles for clarity in analytics and handovers.
Prefer SSO login for easier onboarding and centralized authentication.
Review user access periodically to ensure relevance.
Using Email Aliases
If some users don’t have official company email addresses, you can create email aliases for them to access Cloudscaff.
For example, if Jon doesn’t have a company email, you can create an alias such as [email protected].
The system will recognize the alias as a valid login address, allowing the user to sign in and work under the company domain.
Important:
Email aliases cannot send or receive emails, as they do not exist as real mailboxes.
If the user forgets their password, the reset email cannot be delivered, and their password cannot be recovered.
For long-term access, it’s recommended to assign real company email addresses where possible.
Tips:
Use SSO Invitations for large organizations — it speeds up onboarding and reduces password management.
Double-check roles before creating users to prevent accidental admin access.
Keeping user profiles accurate improves traceability in reports and compliance audits.
Each user created contributes to greater accountability across your entire organization — every scaffold, inspection, and handover is automatically tied to a verified user identity.
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