Add individual users and manage the complete user lifecycle
Whether you're onboarding a new hire or managing contractor access, this guide covers everything from sending invitations to managing user departures.
Before You Start
Requirements
- Account Admin or Template Admin permissions
- Valid email addresses for team members
- Understanding of each person's role and responsibilities
Information to Gather
- User details: Full name and business email
- Role assignment: Based on job function and needs
- Group membership: Department or team assignments
- Access timeline: When they need access and for how long
Adding Individual Users
Step-by-Step User Addition
- Access User Management
- Go to Admin Settings
- Select "Users"
- Click "Add Users"
- Decide if you are adding one, or multiple users
Enter User Information
- Email Address: Must be valid and accessible to user
- Multiple Email Addresses: Seperate email addresses with a Comma
- Add Manually: Pre fill out some of their information for their account before they log in
- CSV Upload: Using the CSV upload, you can Pre-fill each user's profile information and custom smart fields and images.
- Required Columns: Email, First Name, Last Name, Role
- Optional Columns: User Group, Department, Phone
- Encoding: UTF-8 to handle special characters
- File Size: Maximum 500 users per upload
- Click "Download CSV Template"
Bulk User Management
Bulk Upload Process
-
Download Template
- Go to User Management → Bulk Actions
- Click "Download CSV Template"
- Review required and optional fields
- Note formatting requirements
- Prepare User Data
- Gather user information from HR systems
- Verify email addresses are current
- Assign appropriate roles based on job functions
- Group users by department or function
-
Upload and Review
- Upload CSV file using bulk import tool
- Review detected issues (invalid emails, wrong roles, etc.)
- Fix any errors in the CSV and re-upload
- Preview user list before final processing
- Confirm group assignments and role distributions
-
Process Invitations
Invitation Options:
- Send all immediately: Good for planned rollouts
- Send in batches: Better for managing onboarding load
- Schedule for later: Coordinate with start dates
Batch Processing Tips:
- Department by department: Easier to manage support requests
- Role-based batches: Similar training needs per batch
- Time zone consideration: Send during business hours
When to Use Bulk Upload
- Department onboarding: Adding entire teams
- Company rollouts: Organization-wide deployment
- Event participants: Training or workshop attendees
- Seasonal staff: Temporary team expansion
Group Management Best Practices
Naming Conventions
Good Examples:
- "Marketing - Brand Team"
- "Sales - Regional Managers"
- "Operations - Admin Staff"
- "Project - Product Launch 2024"
Poor Examples:
- "Group1"
- "Team"
- "Marketing/Sales/Other"
- "Temporary"
Permission Strategy
Start Conservative:
- Begin with minimal permissions
- Add access based on demonstrated need
- Regular review of group membership
- Clear documentation of group purpose
Growth Planning:
- Design groups that scale with organization
- Plan for subdivisions as teams grow
- Consider temporary vs. permanent groups
- Build in flexibility for reorganization
Role-Specific Onboarding
For Users (Content Creators):
- Template library tour and organization
- Project creation and customization workflow
- Collaboration and sharing features
- Brand guidelines and template usage
For Template Admins (Brand Managers):
- Template creation and management
- Brand asset organization and maintenance
- User group management and permissions
- Analytics and usage monitoring
For Account Admins (System Managers):
- Complete administrative interface
- User management and security settings
- Integration setup and maintenance
- Billing and subscription management
Ongoing User Support
Regular Check-ins
Monthly:
- Usage analytics review
- User feedback collection
- Common question identification
- Process improvement opportunities
Quarterly:
- User satisfaction surveys
- Permission and role audits
- Training effectiveness assessment
- Feature adoption analysis
Annually:
- Comprehensive access review
- Role structure optimization
- Security and compliance audit
- Strategic planning for user growth
Training Programs
New User Training:
- Monthly new user orientation sessions
- Role-specific getting started workshops
- One-on-one setup assistance for complex needs
Ongoing Education:
- Monthly feature spotlight emails
- Quarterly power user workshops
- Annual user conference or training day
- New feature announcement and training
Common Issues and Quick Fixes
Issue | Quick Solution |
---|---|
User not receiving invitation | Check spam folder, verify email accuracy |
Invitation expired | Resend with extended expiration time |
User can't complete setup | Guide through process via phone/screen share |
Wrong role assigned | Update role and notify user of changes |
Can't access templates | Check group assignments and permissions |
Next Steps
- Understand user roles and permissions →
- Set up enterprise authentication →
- Troubleshoot user access issues →
Related Articles:
Need help with user management? Contact our support team:
- Live chat: Available 9 AM - 6 PM EST
- Email: support@marq.com
- Training: Schedule team onboarding session