Add or update Users individually

Guidance on how to add or update existing users profile manually in the platform

Jared Ellis avatar
Written by Jared Ellis
Updated over a week ago

What can I learn from this page?

How to add or update existing users profile manually in the platform

Who is this guide for?

Account Admins

Click here for information on how to import users in bulk, or continue reading for a guide to maintain users individually.

Adding Users

Users must be added to Culture Amp if they are to be included in surveys, or require access to Culture Amp's survey reports. If exit or onboarding surveys have been configured, people who will be interviewers and will add notes after the interview will also need to be set up as users.

  1. Click into the Admin Settings page

  2. Click Users > Add User

  3. Type in the User's Name, Preferred Name and Email

  4. Select a Date of birth (this is not mandatory, but can be used to determine a person's age for demographic reporting purposes)

  5. Select a Start date (this is not mandatory, but can be used to determine a person's Tenure for demographic reporting purposes)

  6. Leave the End date blank, unless the person has left the organization, or will leave on a specific date in the future

  7. Select the Preferred Language

  8. Click Save and Exit

mceclip1.png

Editing Users

Personal details and demographics for Users can be changed and will become effective immediately in the system. However, the changes will not apply to surveys already completed or in progress. Instead, the new information will become effective at the next survey. For example, if a person was invited to a survey that is currently open, but in the meantime, they have moved to a different Department, their survey response will be part of the original Department. This is because Culture Amp generates their unique survey link when the survey is launched and this link uses the demographics for the individual at that time. This process is important for retaining confidentiality because moving responses around can lead to individual responses being identifiable in some cases.

To update a User

  1. Click on Settings > Users

  2. Locate the user in the list, or use the search box to type part of the person's name or email address

  3. Click the User's Name in the list

  4. Change any of the Personal Information displayed

  5. Click on the Demographics dropdown

  6. Change any of the demographics displayed

  7. Click Save and Exit

mceclip2.png

Deactivating Users

Users can be excluded from future surveys by deactivating their user account and making them Inactive in the platform. All their existing submitted responses are kept in Culture Amp and included in reports. If they did not complete their survey response (by clicking Submit) then their answers are not included in reports. Deactivated users can also be re-activated in the future. This allows you to deactivate a person who will be on extended leave, and then reinstate them when they return. Inactive employees can be excluded from future user file uploads.

Note: If sending out exit surveys, a 'Last day of employment' can be set to automatically deactivate an employee on a certain date.

To deactivate a user

  1. Click on Settings > Users

  2. Locate the user in the list, or use the Search box to type part of the person's name or email address

  3. Click the Deactivate icon to the far right of the user's name

  4. Click the Deactivate icon to confirm

The deactivated users no longer appear on the default Active user list. Click the Inactive button to view the removed users, or re-activate them. The deactivated users are also removed from any active surveys in progress.

mceclip0.png

Reactivating Users

You may have an employee who has been on extended leave and has returned to work. Rather than creating a new user profile, you can reactivate their original profile instead.

To reactivate a user

  1. Click on Settings > Users

  2. Click Filter by Status > Inactive Users

  3. Locate the user in the list, or use the Search box to type part of the person's name or email address

  4. Hover over the user's row to the right of their name to display the Activate link

  5. Click Activate

  6. Click the Activate button to confirm

The user will now appear on the list of Active Users.

mceclip3.png

Need more help? Contact our Culture Amp Product Support Team for further guidance.


See also:

Did this answer your question?