Who is this article for?

Administrators who want guidance on creating a new user in Assurance.

Administration access is required.

This article provides step-by-step instructions on how to create a new user in Assurance.

1. How many user licences do I have?

In Assurance, you can create users up to your licence limit.

You can easily check how many licences you have used at the top of the Users page. The number of licences included in your subscription may also be displayed. If not, it means you have unlimited licences.

Need more user licences?
To increase your Assurance user licences, please contact your account manager.

2. Who needs a user licence in Assurance?

Assurance is a governance, risk and compliance (GRC) tool.

We suggest assigning Full user licences to managers who may need to run reports, manage forms or approve checklists on a day-to-day basis. Staff who submit forms occasionally do not require a user licence, while staff completing tasks or checklists can be assigned a Lite user licence. To learn more, refer to our article on User types in Assurance.

Using shared email accounts?

As best practice, we recommend creating all users with their own unique email addresses like john.smith@organisation.com.au.

Creating users with shared email accounts like human.resources@organisation.com.au is not recommended, as it can make it difficult to track actions in the system back to a specific staff member.

3. How to create a user?

To create a user account:

1. Select Administration (cog icon) from the navigation menu.
2. Select Users.

3. Select + New User.

Noticed a Ideagen Policy Logic Admin account in your list of users?
You may notice Ideagen Policy Logic Admin listed among your users.
This user is not billed to your account and is specifically designated for Ideagen Policy Logic to provide support when needed. This user must remain active at all times.

4. Select the User Type.
   If you're unsure about which one to select, refer to our article on User types in Assurance.
5. Enter a Name.
6. Add an Email.
7. Specify the Business Unit (denoted with an asterisk).
8. Leave the Password blank.
   We recommend leaving the field blank to allow the new user to set up their own password.

9. Complete any other optional fields (without an asterisk) as required.

10. Select Create.

Further reading

• Sending a welcome email to new users in Assurance
• Granting access roles to Full users in Assurance
• Bulk importing new users in Assurance