Creating and Enabling Users

Administrators can create users to allow individuals and businesses to access the portal. Users can be created manually through the administrative interface, automatically through CRM integration, or by converting existing Contact records into active users.

User Creation Methods

Automatic User Creation (Recommended)

For Partner and Customer users, the system can automatically create and activate users based on Contact records in your connected CRM (Salesforce, Microsoft Dynamics, or HubSpot) when configured during onboarding.

Manual User Creation

Administrators can create individual users or bulk import users through the administrative interface.

Contact Conversion

Convert existing Contact records into active portal users.

Requirements

To create and enable users, you must have:

• Administrator System Role permissions
• Available licenses for the user type you're creating
• For Partner/Customer users: Associated Account and Contact records in your CRM

Creating Employee Users

Employee users are internal staff members who can access organizational data and may have administrative capabilities.

To create a new Employee user:

1. In the Setup Home page, click Security > Manage Users
2. Click New Employee User
3. Complete the required fields:
   • First Name
   • Last Name
   • Role (Security Role)
   • Email
   • Username
4. Optional: Complete additional profile information
5. Click Save

Result: User is created and activated. An activation email is automatically sent to the user's email address with login instructions.

Creating Partner and Customer Users

Both Partner and Customer users are external users who can only access data related to their specific Account and Contact records. Both user types are created using the same process - the difference is in the Security Role assigned to determine their access level and portal experience.

To create a new Partner or Customer user:

1. In the Setup Home page, click Security > Manage Users
2. Click New Community User
3. In the Contact field, enter and select the associated Contact record, or click the Contact Lookup button to search
4. Click Next
5. Complete the required fields:
   • First Name
   • Last Name
   • Role (Security Role) - Select appropriate role for Partner or Customer access
   • Username
   • Email
   • Note: Some fields auto-populate from the Contact record but can be modified
6. Click Save

Result: User is created and activated. An activation email is automatically sent to the user's email address.

Converting Contacts to Portal Users

Enable existing Contact records as active portal users without creating new Contact entries.

To enable a Contact as a portal user:

1. Navigate to the Contacts Entity Tab
2. Click the Contact you want to enable as a user
3. Click Community Options > Enable as Portal User
4. Complete the required fields:
   • First Name
   • Last Name
   • Role (Security Role)
   • Email
   • Username
   • Note: Fields auto-populate from Contact record but can be modified
5. Click Save

Result: Contact is converted to an active portal user and receives an activation email.

Important Licensing Considerations

License Consumption

• Each active user consumes one license from your allocated pool
• If you've reached your license limits, users cannot be activated
• You can create inactive users beyond license limits for future activation

Inactive User Activation

• Users created as inactive do not receive activation emails
• When later activated, they must perform a password reset to receive login credentials
• Monitor license usage in Company Preferences to avoid activation issues

Bulk User Management

Bulk User Creation

For large-scale user deployment, administrators can create multiple users simultaneously through bulk import functionality.

Bulk User Activation/Deactivation

Manage multiple user statuses efficiently when approaching license limits or during user lifecycle management.

Best Practices

Employee Users:

• Limit Administrator System Role assignments to users who need full system access
• Consider limited administrative permissions for content creators

Partner and Customer Users:

• Ensure Contact and Account records exist in your CRM before creating users
• Use consistent naming conventions for usernames
• Test user access with each Security Role before large-scale deployment

License Management:

• Monitor license consumption regularly
• Plan user activation timing to stay within license limits
• Coordinate with sales team for license expansion before reaching limits

Troubleshooting Common Issues

User cannot be activated:

• Check available license allocation in Company Preferences
• Verify user has required Contact and Account associations (Partner/Customer users)

User not receiving activation email:

• Confirm email address is correct
• Check that user was created as active (inactive users don't receive emails)
• Verify email settings in Company Preferences

Access denied errors:

• Verify user has appropriate Security Role for intended access level
• Confirm Contact and Account associations for data filtering

<< Magentrix Users Checklist | Configuring User Accounts >>