The steps below will allow Super Users to set up a new user on your QUOODA® System.
Step 1. Go to Settings > Users
Click the ‘Add New +’ button which is on the top right of the table
TOP TIP - If you would like to amend an existing user you can find them in the table and click on them to load the account and make changes.
Step 2. Complete the user details
You can complete as many fields on this page as are relevant to you, but the following are mandatory.
- Username - must be at least 6 digits long and unique to this user account
- Forename
- Surname
- Email - must be unique to this user account
- Role - select from the list. The role chosen sets key access and security permissions for that user. For more information, see the User permissions overview help page.
TOP TIP - If the role required for this user has not been created yet please see the setting up a new role help page.
Step 3. Other User Configuration
The ‘User Configuration’ tab gives you the opportunity to enable a few other features as required. Each of these settings is optional, if they are not needed, please ignore this step.
- QUOODA® can send a weekly summary of outstanding actions, tasks, and documents that are assigned to you. If the user would benefit from this select the ‘USER_SUMMARY_EMAIL_ENABLED’ checkbox
- You can also use Multi-Factor Authentication within QUOODA®. This means that when the user logs in they will be sent a code to their registered device to confirm it is them accessing the system. To enable email, select the ‘MULTI_FACTOR_AUTHENTICATION_USING_EMAIL’ checkbox
Multi-Factor Authentication (MFA) Using Email - Whilst we do not enforce it by default, this option adds an extra layer of security whilst logging into Quooda. Multifactor authentication requires users to have more than just a password to log into an account. Once enabled it will prompt users to enter the code which is sent to the registered email address. Enabling MFA on Quooda is easy to do and is worthwhile for the additional protection it offers.
Step 4. Save the new user account
There are 3 options available to do this:
- Save – This will create the new account but stay on the same screen so you can make further edits
- Save & Close – This will create the new account and close the Add User window
- Save & New – This will create the new account and then open a fresh Add User window so you can create another account
Once saved, the user will receive an email containing a link to complete the account setup. From that link, they will be able to set a password, security question, and security answer.
Step 5. Give the account the permissions it requires in QUOODA®
The account is now created but you will need to provide it with the access it needs within the system. Please read the user permission overview page for a more detailed synopsis of these options.
Role Security and Role-based menu visibility are automatically applied when you complete the ‘Role’ field on the user account. You may wish to check these to ensure that they are suitable as role responsibilities and requirements will evolve over time.
There is an additional permission that will need to be set up for each account individually. If you do not complete the below option, this account will not be able to see any data when they log in:
- Data permissions - You can give users access to specific properties within QUOODA®
Following the 2026.2 release the File Store permissions folder has since been disabled, so will no longer be required to grant any permissions for users.
There is a pop-up window in place on the system should you hover your cursor over the folder.