Users can be onboarded to the system through two methods:

• Individual Email Addresses:Add users one-by-one by entering their email addresses. This approach is suitable for onboarding a small number of users.
• Bulk User Import: Add multiple users at once by uploading a CSV file containing user details.This method is efficient for onboarding a large number of users.

A user can also be part of multiple organizations. Adding users to each organization follows the same process as adding single or bulk users to an individual organization.

Add users

Prerequisites

• CAP POC: Ensure a CAP POC is set for the organization. To set, navigate to Organization setings > Organization Setup > Organization Profile > Organization POC. This is required to send an email to set a password for the user.

• Roles Definition: Define the role of the organization. The roles below should be present in small cases.
  Note: The case sensitivity in the org roles will be removed in future releases.
  • Org Level - Access to the entire organization-level data.
  • Store Level - Access only to store-level data
  • Zone Level - Access only to a zone level data
  • Concept Level - Access only to concept-level data

Using individual email addresses

This feature enables you to add users by entering their email IDs. All email addresses will receive the same level of permissions chosen in this process. A maximum of 10 emails can be added at once. For adding more users, the bulk user upload feature is available to create users in bulk efficiently.

Perform the following:

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Note

• Admin access required
• You need to have org access to add the users.

1. Click Add new user.

2. Select Add with email addresses and click Continue.

3. Enter the email addresses one by one in this text box and click "enter" on your keyboard after typing each email. A maximum of 10 emails can be added.

4. Select the User Type and click Continue. Please note that it is mandatory to assign a user type to each user.

5. For Standard users - Select the entities to which you want to give access for those user(s) and click Continue. You can give access to the entire Organization or certain Org units or Stores.
   Note: Organization owners will have access to the entire org by default, and hence there is no need to select any entity for an Org owner.

6. (Applicable for Standard users) Choose the relevant permission set or you could also create a new permission set and click Continue.
   Org owners will have full authority, so there is no need to select any permission set for an org owner.

10. Click Send invite.

Once the Send Invite button is clicked, an email is triggered to the user's email address to set the user password. If the automatic email delivery fails or the user has not received the email, you can copy the invite link and send it manually. For information on password requirements, refer to documentation on the password requirements.

Adding bulk users

You can create users in bulk by uploading a CSV file. The CSV file allows you to add users with different roles, permission sets, and access levels. You can add up to 50 users in a single bulk upload.

Prerequisites

• Admin or organization owner access
  Note: An admin can add only standard users for the modules they manage.

• A CSV file with all mandatory fields

You can prepare the CSV file using the required field structure described below.

CSV fields

The CSV file must include the following fields to create users:

• Email ID: Email address of the user being created in a valid format.

• Permission set: Predefined collection of permissions assigned based on the user’s role.
  To assign multiple permission sets, enclose each permission set name in quotation marks and separate them with commas. The permission set name must match the name displayed in the UI.

• Accessible entity type: Entity type the user can access.
  Valid values: org_level, store_level, concept_level, zone_level.
  These values are case sensitive, and you can specify only one entity type.

• Accessible entities: Specifies the entities the user can access under each entity type. The available entities vary across organizations and depend on your organization’s configuration. To assign multiple accessible entities for store-, concept-, or zone-level entity types, enclose each entity name in quotation marks and separate them with commas.
  You can skip this field if the user type is ORG_OWNER, because organization owners have access to all entities.

• User type: Defines the type of user.
  Valid values: ORG_OWNER, ADMIN_USER, STANDARD_USER.
  These values are case sensitive. You must specify only one user type.

Below is a sample format for the data in the CSV file.

Sample CSV format

Email,Permission sets,Accessible entity type,Accessible entities,User type
[email protected],"Gift Voucher Edit, Coupon Node Api",org_level,,ORG_OWNER
[email protected],Cart Promotion View,store_level,DocStore,ADMIN_USER
[email protected],Badge Admin,concept_level,ROOT,STANDARD_USER

Note:

• You can skip the Accessible entities field for users with type ORG_OWNER.

• If there is a duplicate email entry, only one entry succeeds, and the other fails.

After preparing the CSV file, you can create users in bulk.

Steps to create users in bulk

To create users in bulk, perform the following:

1. Click Add new user.

   

2. Select the Bulk upload option and click Continue.

3. Upload the CSV file by dragging it into the upload area or selecting it from your system.
   Note: The maximum file size is 25MB.

4. Review the validation results and proceed if the CSV contains only valid entries. The system generates an error.csv file in the following scenarios:

   1. If the CSV file contains only invalid entries
   2. If the CSV file contains a mix of valid and invalid entries. In this scenario, you can continue and delete only the users whose entries passed validation

   The file lists each invalid email address and the reason for the failure. Click Download error file to review the issues.

   All invalid entries

   

   Mix of valid and invalid entries

   

   Sample error file

   email,errorCode,message
   [email protected],1101500,"Given entities not found"

   
   

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   Note

   The Create button is disabled if there are no valid users in the uploaded file. Fix the errors and re-upload the CSV file to proceed.

5. (Optional) To replace the uploaded CSV file:

   1. Click ❌ next to the file name.
      A confirmation modal appears.

      

   2. Select Yes, change file.
      The upload area reappears, allowing you to upload or drag a new CSV file.

      

   3. Upload the new CSV file by dragging it into the upload area or selecting it from your system.

6. Click Add valid user(s) to update the valid users.

   

After you submit the CSV file, the system processes all valid entries. A pop-up displays the number of successful and failed user creations.

Sending user registration invite link manually

If the automatic email notification fails to send, you can manually send the registration invite link to the user. Follow these steps:

1. Navigate to the User List page.
2. Locate the user's row and click the kebab menu (⋮).
3. Select the Copy invite link from the menu options.

Once you have copied the link, you can:

• Send it to the user through your preferred communication channel
• Verify the link by pasting it in a browser - it should direct to the password reset page for that user

**Note: **When the user clicks this link, they will be taken to a password reset page to complete their registration

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Note

The invite link is valid for 24 hours from the time it was created. You can create a new invite link and share with the user.

Password requirements

The password set by users must adhere to the following guidelines:

Password complexity requirements

• Minimum length of 9 characters
• Includes at least:
  • one uppercase letter
  • one numeric digit
  • 1=one special character (e.g., !, @, #, $)
• Cannot be the same as the user's username

Password history restrictions

• Cannot match any of the user's last 4 previously used passwords

View users

You can view the user list on the Onboarding users' homepage. You can also export the users' list. The users list includes the following details:

• Name and Email address of the user
• User type
• Status
  • Active indicates that the user is active
  • Pending indicates that the user has received the invite to join the organization but has not joined
  • Deactivated indicates that the user is deactivated.

Note: User status filter applies to both proxy and original users.

Export users list

You can export the present users' list of the org in a CSV format. The CSV file contains the following details:

• First name
• Last name
• Email address
• Mobile
• Status
• Created on
• Created by
• Last login
• Is cap tech user - Indicates if the user is a capillary tech user. This is identified using the email address of the user.

Note- If proxy users are included in the list, they will also appear in the export.

Update users

If you are an organization owner or an administrator, you can update existing users to ensure they have the required access to the platform.

You can update the following user details:

• Permission sets
• Accessible entity type
• Accessible entities
• User type

You can update users in either of the following ways:

• Update individual users from the UI.
• Upload a CSV file to update users in bulk.

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Role based- user update

The updates you can perform depend on your role:

• Organization owners can update standard users, administrators, and other organization owners.
• Administrators can update only standard users within their permitted scope, based on the access assigned to them.

Prerequisites

Before updating a user, ensure the following:

• Admin or organization owner access

• The user exists in the system

• Required user details are available

  • Permission sets, entity types, and entities must be configured in your organization

Updating users individually

To edit a single user,

1. Navigate to the User List page.
2. Locate the user's row and click the kebab menu (⋮).
3. Select Edit.
4. Make the required changes and click Save Changes.

Updating users in bulk

You can update users in bulk by uploading a CSV file. The CSV file allows you to update user roles, permission sets, and access levels for multiple users in a single operation. The system validates the CSV file before updating the users.

Prerequisites

Before updating users in bulk, ensure the following:

• A CSV file with all mandatory fields
• Permission set names, entity types, and entity names match the values displayed in the UI

After meeting these prerequisites, prepare the CSV file using the required field structure and update users in bulk.

CSV fields

The CSV file must include the following fields to update users:

Below is a sample format for the data in the CSV file.

Email,Permission sets,Accessible entity type,Accessible entities,User type
[email protected],Coupon LINKING,concept_level,JOCONCEPTTEST,ORG_OWNER
[email protected],API Access Configuration Viewer,store_level,"docjan26,jo store",STANDARD_USER

After preparing the CSV file in the required format, ensure it meets the validation rules listed below.

CSV validation rules

The system validates the CSV file using the following rules:

• Header names must match exactly.
• Field values are case sensitive.
• If the same email address appears multiple times in the CSV file, the system applies the last occurrence.
• The maximum row limit for bulk update is 50 users per upload. Files exceeding this limit are rejected.
• Empty rows are ignored.
• Blank spaces between field values are not allowed.
• Leading and trailing spaces are not allowed.

You can update users in bulk using the following update modes.

Modes of update

The two modes of update are:

Note: If you select Overwrite mode, a confirmation dialog warns that existing permissions will be removed.

Append mode example

Existing access for user [email protected]:

• Permission sets: Member Care View
• Accessible entities: StoreA

CSV entry (Append mode)

Email,Permission sets,Accessible entity type,Accessible entities,User type
[email protected],"Coupon View",store_level,"StoreB",sdd

Result after update:

• Permission sets: Member Care View, Coupon View
• Accessible entities: StoreA, StoreB

Overwrite mode example

Existing access for user [email protected]:

• Permission sets: Member Care View
• Accessible entities: StoreA

CSV entry (Overwrite mode)

Email,Permission sets,Accessible entity type,Accessible entities,User type
[email protected],"Coupon View",store_level,"StoreB",STANDARD_USER

Result after update:

• Permission sets: Coupon View
• Accessible entities: StoreB

Steps to update users in bulk

To update users in bulk, perform the following:

1. In the User Management UI, hover over More actions.
   The actions menu appears.

   

2. Select Bulk update users.
   The bulk update page appears.

   

3. Choose update mode as Append Mode or Overwrite Mode and click Continue.

4. If update mode is Overwrite Mode, click Yes, update preference on the confirmation modal.

5. Upload the CSV file by dragging it into the upload area or selecting it from your system.
   The system validates the contents of the CSV file.

   

6. Review the validation results and proceed with updation if the CSV contains only valid entries. The system generates an error.csv file in the following scenarios:

• If the CSV file contains only invalid entries
• If the CSV file contains a mix of valid and invalid entries. In this scenario, you can continue and delete only the users whose entries passed validation

The file lists each invalid email address and the reason for the failure. Click Download error file to review the issues.

Mix of valid and invalid entries

All invalid entries

Sample error.csv

email,errorCode,message
[email protected],2302404,"User identifier is invalid"

7. (Optional) To replace the uploaded CSV file:

   1. Click ❌ next to the file name.
      A confirmation modal appears.

      

   2. Click Yes, change file.

      

   3. Upload the new CSV file by dragging it into the upload area or selecting it from your system.

8. Click Update valid user(s) to update the valid users.

The system updates all users whose entries passed validation.

Delete users

If you are an organization owner, you can delete users from the User Management UI. There are two ways to delete a user:

• Select individual users from the UI
• Upload a CSV file for bulk deletion

Deleting users from the UI

You can remove users individually or multiple users together by selecting 1 or many user(s) from the user list available on UI. To remove it, on the user listing page, select the user and click Remove from organization.

Deleting users in bulk

You can delete multiple users at once by uploading a CSV file from the User Management UI. The CSV file contains the email IDs of the users to be deleted. Before any users are deleted, the system validates the uploaded file and each record to ensure that only the intended users are removed.

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Once the users are deleted, they cannot be recovered.

Pre-requisites

• You must have a CSV file that contains the email addresses of the users to be deleted. Make sure that the CSV file has the following:
  • Header - The file must contain the header Email.
  • Valid email ID - The file must contain valid email IDs of users. If the format of the mail ID is incorrect, an error occurs.
  • No duplicate entries - The file must not contain duplicate entries of the email IDs. If there are any duplicate entries, the validation fails, and no users are deleted.

Sample CSV format

Email
[email protected]
[email protected]
[email protected]

You can proceed with deleting users in bulk.

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Note

• One organization owner can delete another organization owner.
• You cannot delete your own user ID.

Steps to delete users in bulk

To delete users in bulk, perform the following:

1. In the User Management UI, hover over More actions.
   The actions menu appears.

   

2. Select Bulk remove users.
   The bulk removal page opens.

   

3. Upload the CSV file by dragging it into the upload area or selecting it from your system.
   Note: The file can contain up to 50 rows. Files exceeding this limit are rejected.
   The system validates the contents of the CSV file.

4. Review the validation results and proceed with deletion if the CSV contains only valid entries. The system generates an error.csv file in the following scenarios:

   1. If the CSV file contains only invalid entries
   2. If the CSV file contains a mix of valid and invalid entries. In this scenario, you can continue and delete only the users whose entries passed validation

   The file lists each invalid email address and the reason for the failure. Click Download error file to review the issues.

Sample error.csv

Email,Error
[email protected],User not found in organization
[email protected],User not found in organization
[email protected],User not found in organization

4. Click Remove users to delete the valid users.
   A confirmation modal appears showing the number of valid users that will be deleted.

   

5. Click Yes, remove to proceed.

After you confirm the deletion request, the system deletes each validated user based on whether the user was created in the current organization or has only proxy access.

Deleting users with multiple-organization access

Some users belong to multiple organizations. After you confirm the deletion request, the system determines how each user should be removed based on how the user is associated with the current organization. The deletion behavior depends on whether the user is being removed from their base organization or from an organization where they have proxy access.

Deleting a user from a proxy organization

If the user was not created in the current organization and only has proxy access:

• The user is not fully deleted.

• Only the proxy access for the current organization is removed.

• The user remains active in their base organization and in any other organizations where they have access.

Deleting a user from the base organization

If the user was created in the current organization, then the current organization is the user’s base organization:

• The user is fully deleted from the system.

• All proxy accesses to other organizations are also removed automatically.

Example

User A was created in Organization X, base organization and has proxy access to Organizations Y and Z.

• If User A is deleted from Organization Y, only their proxy access to Y is removed. User A continues to exist in X and Z.

• If User A is deleted from Organization X, User A is removed from X, Y, and Z.