Add Users to Your Clappia Workplace

Clappia offers a simple and efficient way to manage user access by assigning apps directly to users within a common workplace. Once users are added to a workplace, they can access the assigned apps by logging into the Clappia mobile app or website using their email or phone number.

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Why Add Users to the Workplace?

Adding users to the workplace ensures secure access control across your organization. Once added, users can:

• Be assigned specific apps.
  
• Be removed from the workplace when access is no longer needed.
  
• Get access to multiple apps from a single login.
  

Adding User to the Workplace

Accessing Workplace Details

Only Workplace Admins can add users.

1. Go to your workplace URL (e.g., yourcompany.clappia.com) and log in with your admin credentials.
   
2. From the left panel, click on Workplace Settings.
   

Viewing and Managing Users

Inside the Users tab, you'll see a list of all users with the following details:

• Name
  
• Status (Active/Inactive)
  
• Email Address
  
• Phone Number
  
• Is Admin
  
• Create Apps
  
• Recent Activity
  

Click on any user row to open the User Details panel on the right. You can:

• Edit email or phone number
  
• Update name
  
• Make the user an admin
  
• Reset their password
  

Options to Add Users

At the top of the Users section, you'll see several icons:

• 👤 Invite User (Single user)
  
• 👥 Invite Users in Bulk
  
• ⚙️ User Attributes
  
• 🔍 Filter
  
• 🔄 Refresh
  

1. Invite a Single User

Click the Invite User icon. A panel opens where you can:

• Enter Email ID
• Or enter Phone Number and select the appropriate Country Code.

Click Invite to send the invitation. If the user is not already on Clappia, they will receive a signup link.

2. Invite Users in Bulk

Click the Invite Users in Bulk icon. You’ll see two options at the top:

a. 1–25 Users

• Add a comma-separated list of email addresses.
  
• You can optionally select Invite using Phone Numbers? and provide phone numbers instead.

• Click Invite to send signup links.
  

b. 1–10k Users (Using Spreadsheet)

• Step 1: Download the blank spreadsheet from the link provided and fill in the user details. Do not change the column names.
  
• Step 2: Upload the filled spreadsheet (only .xlsx files allowed, max 10,000 rows).
  
• Click Choose File, select the spreadsheet, and Clappia will begin processing and inviting the users.

When inviting users using a spreadsheet, you can provide an email address, a phone number, or both for each user.

Each row must include the user's First Name and at least one of the following:

• Email Address
• Phone Number

If you provide a first name and phone number without an email address, the user will be invited and receive an invitation by SMS. If you provide an email address, the invitation will be sent by email. Phone numbers must include the appropriate country code and follow the same format accepted when inviting users individually.

If a row is missing the first name or contains neither an email address nor a phone number, that row cannot be processed. Other valid rows in the spreadsheet can still be processed, even if some rows contain invalid or missing information.

Before uploading the spreadsheet, make sure the details are entered under the correct column headings. Do not change the column names in the downloadable template.

Filtering and Searching Users

Click the Filter icon to search for specific users. You can filter by:

• Email ID
  
• User Name
  
• Phone Number
  
• User Account Status (Active/Inactive)
  

Click Apply to see the filtered results.

Managing User Attributes

Click the User Attributes icon to view or configure custom fields like Department, Location, Role, etc., associated with users. These details can be pulled into app fields.

Learn more about setting up User Attributes in Clappia.

Assigning Roles

To control what each user can do within the workplace, you can assign them a specific role.

1. Click on a user’s name to open the User Details panel.
   
   
2. Under the Basic tab, scroll to the User Role section.
   
   
3. Choose a role from the dropdown:

• Workplace Manager – Full access to manage the workplace, apps, and billing.
  
• App Builder – Can create and manage apps but not access billing.
  
• Users – Can only use apps assigned to them.
  

4. Click Update to save the changes.

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Note: Only users with the ‘Workplace Manager’ role can purchase additional user licenses by going to Workplace Settings > Billing.

Final Step: Assign Apps to Users

Once users are added to the workplace, they do not get app access by default. You’ll need to assign them to individual apps.

Learn how to Add Users to Your App