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Creating a User

This guide walks tenant administrators through creating a user account in their tenant using Happy Bugs, and includes a guided walkthrough you can follow step by step.

Overview​

A user account gives someone sign-in access to your tenant. As a tenant administrator, you create accounts directly from the User Management screen and assign each one a role — User or Tenant Admin — that determines what they can do once they sign in.

This guide covers a tenant admin creating a single user account in their own tenant through the New User flow. It does not cover editing an existing user, disabling or reactivating an account, or updating a user's role after creation — those are separate flows.

Prerequisites​

You must be signed in as a tenant administrator to reach the User Management screen at all. If you sign in without admin privileges, the screen shows "Access Denied" with the message "You do not have admin privileges to access User Management." instead of the user list. There is no other precondition — unlike some other setup tasks, creating a user does not require anything else to exist first.

Creating a User​

  1. Open User Management from your admin navigation. If you're signed in as a regular tenant admin, the screen's title bar reads "User Management."
  2. Tap "New User." This button sits above the user table, next to the search field.
  3. Fill in the Create New User dialog. The dialog title reads "Create New User," and it has these fields:
    • Email * — hint text "user@company.com". Required.
    • Display Name — hint text "John Doe". Optional.
    • Temporary Password * — hint text "Minimum 6 characters", with a show/hide icon so you can check what you typed. Required.
    • Role * — a dropdown of roles. Under the dropdown, a caption updates live to describe whichever role is currently selected.
  4. Choose the correct role. Pick User or Tenant Admin. For most new accounts this is User.
  5. Tap "Create" to save the new account. If you change your mind, tap Cancel, or the X in the dialog's header, to close the dialog without creating anything.
  6. Confirm the new user appears. Once the account is created, the dialog closes, a success message appears, and the new user shows up as a row in the user table — there is no separate confirmation screen.

If your tenant has more than one site​

Tenants with two or more sites see an additional Assigned sites section in the Create New User dialog, directly under the Role field. Single-site tenants don't see this section at all — if that's you, the procedure above is the complete flow.

When it does appear:

  • Assigned sites is a checkbox list, one row per site. For a new user, every site is checked by default.
  • Preferred site is a dropdown showing "Where {name} lands at sign-in." It stays disabled until at least two sites are checked, and always includes a "None — ask once per session" option alongside your checked sites.
  • If you uncheck every site, the dialog shows an inline validation message: "Assign at least one site."
  • If you uncheck the site you'd set as preferred, that selection clears automatically and a small note reading "Preferred site cleared." appears.

Troubleshooting​

A field won't validate​

  • Email: must be filled in, and must look like a real address (e.g. name@company.com). An invalid format shows "Please enter a valid email address."
  • Temporary Password: must be at least 6 characters, matching the field's hint text. Shorter passwords show "Password must be at least 6 characters."
  • Display Name: optional — you can leave it blank. If you do enter one, it must be 2–50 characters with no leading or trailing spaces.

"Email address is already in use"​

This means another account (in any tenant) already uses that email address. Double-check the address, or use a different one, and try again.

Creating the user fails for another reason​

  1. Read the on-screen message. If something else goes wrong — a network hiccup or a server-side error — an error message appears and the dialog stays open, so no work is lost.
  2. Retry from the still-open dialog. Your entries (other than the password field, which stays hidden) usually remain, so you can just tap Create again.
  3. Retry after a short wait if the problem seems temporary.
  4. Contact HBDS support if the problem persists after retrying.

Guided Walkthrough​

This walkthrough is the demo companion to the steps above — the same real flow, narrated as what you'd see happen on screen:

  1. You're on the User Management screen, looking at your existing users listed in a table.
  2. You tap New User, and a dialog titled "Create New User" opens on top of the screen.
  3. You type an email address into the Email * field, optionally add a name in Display Name, and set a Temporary Password, checking it with the show/hide icon if you want to confirm what you typed.
  4. You open the Role * dropdown and pick User — the caption below the dropdown updates to "Standard user with basic access" as you choose.
  5. (If your tenant has more than one site, you'd also see the Assigned sites checklist here, with every site checked by default, and a Preferred site dropdown you could set once at least two sites are checked.)
  6. You tap Create. The dialog closes, a success message confirms the account was created, and the new user appears as a new row in the table below — ready to sign in with the temporary password you set.

Getting Help​

Escalation Path​

  1. Documentation: Check this guide and the built-in help within the interface.
  2. Peer Admins: Consult with other tenant administrators who manage your facility.
  3. HBDS Support: Contact HBDS support for technical issues that these steps don't resolve.