As an admin you can add users in the Rydoo account. The users in Rydoo are all the employees that will be working with Rydoo.
Users can be added in two ways:
- Add users manually
- Import users via xlsx file
If you want to add multiple users, the easiest option is to import users via xlsx file:
1. Go to the Admin settings.
2. Go to the Users section.
3. Select Export users from the Export drop-down. This will give you the template you need to import new users.
4. Download the xlsx file.
5. Fill in the xlsx file. Save the file on your computer.
IMPORTANT: Some columns are required and can not be removed from the file. Optional columns can be removed from the file. When an optional column is not in the file, it will be ignored and not updated for users. When an optional column is in the file, but with empty cells, the values will be removed for those users.
The following table will give you an overview of the different columns:
|
Column |
Required or optional field |
Definition |
|
|
Required |
The corresponding email address of the user, preferably their company email address. This will be their username and login as well. This should be unique for each user, no duplicates. |
|
First Name |
Required |
First name of the user - can contain multiple names. |
|
Last Name |
Required |
Last name of the user - can contain multiple names. |
|
External ID |
Optional |
|
|
Group Name |
Required |
Make sure you add your users to the right group and that the name is spelled right. Otherwise new groups will be created in the system. Only fill in one group. Users that belong to several groups can be edited later manually. |
|
Group ID |
Required |
ID number of the group you will add the user to. |
|
Branch Name |
Required |
This should be the name of one of the Branches you have previously defined. |
|
Branch ID |
Optional |
ID number of the branch you will add the user to |
|
Bank Account |
Optional |
Here you can add the reimbursement account of your user. |
|
Language |
Required |
ISO code of the language of this user, example "eng" for English. See notes for more info. The following languages are supported in Rydoo: Eng = English Nld = Dutch Fra = French Deu = German Por = Portuguese Spa = Spanish Ita = Italian Dan = Danish Ces = Czech Pol = Polish Slk = Slovak Hun = Hungarian swe = Swedish fin = Finnish zho = Chinese jpn = Japanese |
|
Country |
Required |
ISO country code for the user, example 'GBR' for the United Kingdom. See following link for more land codes: http://www.nationsonline.org/oneworld/country_code_list.htm IMPORTANT: When country is not a 3-letter country code (ISO 3166) code, Keep empty |
|
Commuting Distance |
Optional |
Here you can add the distance travelled between work and home of the employee if you want to add this into the calculations for the mileage claims. Find more information here. |
|
Active |
Required |
When a user should not be activated, set this field to “0”. When the user needs to be uploaded and activated, set this field to "1". NOTE: To make sure no unwanted mails are sent, we would advise to upload all users inactive = 0 to start. You can easily activate them within the platform afterwards. |
6. Import the file.
NOTES:
-
If the user did not click the invitation email, a message in yellow will show on the upper side of your screen.
-
If you set the status as active. The users will receive an invitation email that the user Rydoo account is activated.
- When you have added users, you can edit user details, such as approvers, controllers, roles, personal info and preferences.