How do I add or remove a person?

Need to add a new starter, update someone's details or remove someone who has left? This article shows you how to add, edit and remove people one at a time, and how to change several people at once.

Open the People list

1. Click Admin, then Administration.

2. Under Administration, click People, then People.

The list shows each person’s role, email, whether they can use a one-time password, and their time zone. The top of the page shows how many active users you have and how many your plan allows.

• Use Search name or email… to find someone.

• Click Filter to narrow the list by department, role or home location.

Add a person

1. Click + Add. The New Person panel opens on the right.

2. Fill in the details:

   • Basic Information: First Name, Last Name, Display Name (required), Username, Email and Role. See How do I make someone an admin?

   • Contact Information: Employee ID, Phone, Phone Extension, Position and Badge Number.

   • Launch Location: the location OfficeMaps opens at for this person.

   • Location: Home Location and Time Zone.

   • Settings: Calendar View, Launch Mode, Allow OTP, Is Provider User, Don’t send Welcome Email, Exclude from status confirmation notifications and Is Hidden From Users.

3. Click Save. To leave without adding the person, click Cancel.

   

   

Adding contractors and visitors

Add them like anyone else. Some tips:

• Make it clear they’re external in the display name, for example (External) Sam Lee.

• If they won’t log in themselves (for example, you’ll book desks for them), tick Don’t send Welcome Email.

Set a person’s launch location

In V2, people can’t choose their own launch location. An administrator sets it:

• When you add someone: set Launch Location in the New Person panel.

• For people already in OfficeMaps: use bulk edit (below) and choose Change Launch Location or Clear Launch Location. This works for one person or many.

Edit a person

You can edit someone from their profile:

1. Find them with Search for… at the top of the page, or under Explore › People.

2. On their profile, click Edit.

3. Change the details, then click Save.

   

On this page you can also upload a profile photo (PNG or JPG, up to 5 MB), set their departments, who they report to, their status and their home location.

Change several people at once

1. In the People list, click Bulk Edit.

2. Click ⊕ next to each person you want to change. They’re added to Selected People.

3. Choose an action from Select a bulk operation, then click Apply.

4. Click Yes to confirm.
   
   

   

   

The bulk operations are: Delete People, Change or Clear Launch Location, Change or Clear Home Location, Change Role to Non-User/Disabled, Change Role to User, Change Calendar View (No Calendar, Free/Busy or Detailed), Change Timezone and Send Welcome Email.

Remove someone

There are two ways, depending on whether you want to keep their record.

• They’ve left for good: use bulk edit, select them, choose Delete People and click Apply, then Yes. This permanently deletes them.

• They might come back, or you want to keep their history: change their Role to Non User/Disabled. They can’t log in, but their details are kept.

Export the list

To download everyone as a spreadsheet, go to People › People Actions and click Export People List.