No user will be able to access the chat groups of your organization unless an administrator invites them.
Here is a step-by-step guide to adding a user to your communication platform in Ommnio:
- Access the web version of Ommnio and click on the "Users" tab. Remember that only administrators (Account or Team) have access to this tab.
- There you will find the list of users that you have already added, either manually or automatically by integrating systems between your organization and Ommnio. At the top right of the screen you will always have the "Add User" button visible. Click it.
- Clicking on the "Add User" button will display a form. The form is self-explanatory, but we provide you with all the details in this article. Keep reading. 🤓
- There are only four required fields and it is important to complete them correctly because they will be the public information that everyone will see about this user when they participate in Ommnio:
- First name
- Last Name
- Position
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Area
The rest of the fields are optional, but we encourage you to complete them if you will need them later to create teams and groups. Imagine that you want to create a group for each team and its manager. In this case, completing the "Related to" field will help you because it will be much easier to find all the users who report to a particular person. Or if you plan to create groups based on locations, bringing together people who work, for example, in the same workplace. Do you understand? 🤔
- The code field is essential if you have any process automation system (e.g., sending payroll with a bot). Without that user code, we will not be able to integrate the systems to receive personalized automated messages.
- You also have the "Time Zone" and "Working Hours" fields available. These two fields are especially useful if you want your users to receive mobile notifications only while they are actively linked to your organization. By default, the preselected time zone is the one you have determined in the General Configuration, but you can change it if your user is in another part of the world. 🌎
- The "Tags" 🏷️ are very useful for sorting users in multiple ways. Imagine that you want to identify all users willing to work overtime, or all users who speak English, or all users who have volunteered for your Social Responsibility project... Add the tags you need ("open to overtime", "English", "volunteering"...), and then it will be very easy to find them to create special teams and groups for them.
- If you have configured Teams, you can add the employee to the team or teams they should belong to. Remember that you will see those Teams in the list based on your own Administration permissions (if you are an Account Administrator, you will see all of them, if you are a Team Administrator, you will only see the teams you manage). A new user will have the role that you have defined by default when configuring the Team, but you can always change it. Nothing is set in stone! :)
- If you have linked Teams to Chat Groups, simply adding the person to the corresponding teams will be enough for them to access the chat groups they are interested in. Otherwise, don't forget to add your new user to the chat groups they should belong to. ☝️IMPORTANT: Make sure they are subscribed to chat groups (either directly or by being a member of a Team), because otherwise, they would accept the invitation and not see any chat groups.
- Click on "Create User" and you will have successfully added them. You just need to send them an invitation to join. But since this article has already become a bit long, we explain that part here 👉 How to invite a user to my chat groups in Ommnio