Add or update users individually

Quick Links:

• Adding users
• Editing users
• Deactivating/ reactivating users

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 Settings button
2. click Users >> Add User button
3. type user's name, preferred name and email address
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 End date blank, unless person has left the organization, or will leave on a specific date in the future
7. select the preferred language
8. leave This user is an observer un-checked, unless the person should be excluded from survey invitations
9. click Save and exit

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 Settings button >> 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 details displayed
5. click Demographics link
6. change any of the demographics displayed
7. click save and exit button

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, 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 Settings button >> 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 Deactivate button 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.

To reactivate a user

1. click Settings button >> users
2. click the Inactive button
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 display the Activate link
5. click Activate link
6. click Activate button to confirm

The user now appears on the list of Active users.

Click here to find out how to assign the role of account administrator (power users that can make changes to the account, add/remove users, create surveys, and view all results). Click here to find out how to assign the role of survey administrator (create and modify particular surveys).

#AccountSettings #UserProfile