Adding Users

Article Number:040138

Get started with adding users to Kintone.

Unlike the procedure to invite users from the screen that appears the first time you log in or during the free trial period, the procedure described here can be used to add users anytime.

You can add users even if you haven't registered any departments. You can also always add departments later on, after adding users. For details on how to add departments, refer to Adding Departments.

  1. Click the Settings icon (the gear-shaped icon at the top of Kintone), then click Users & System Administration.
    Image The "Users & System Administration" screen appears.

  2. Click Departments & Users under User Administration.
    "Departments & Users" enclosed in a red box

  3. Make one of the selections below, depending on whether or not you want to set a department for the user. (You can also change or set a user's department after adding them.)

    • If you want to set the user's department: Expand the department tree and select a department.
    • If you do not want to set a department for the user: Click Users Not Yet Assigned.
      The "Departments & Users" settings screen
  4. Click New User. "New User" enclosed in a red box

  5. Configure each item.

    Item Description
    Profile Picture Select an image file with a size of 800 KB or less.
    The following image file formats are supported:
    • gif
    • jpeg
    • png
    • bmp
    • Display Name (Required):
    • Enter the user's name to be displayed on Kintone.
    • Given Name, Surname:
    • Enter the user's surname and given name.
    • Phonetic Surname, Phonetic Given Name:
    • Enter the pronunciation for the user's surname and given name. (Japanese only)
    Login Name (Required) Enter an ID to be used for logging in to Kintone.
    For details on characters and symbols that cannot be used for login names, refer to Rules for Login Name.
    E-mail Address Enter the user's e-mail address.
    The e-mail address specified here will be used to receive notification e-mails from Kintone and to reset the password in the case where the user forgets it. Do not specify a shared e-mail address for this item.
    Status You can switch the service usage status.
    Clicking the status button switches the status between Active and Inactive.
    Available Services This item displays a list of services available with your license and services for which you have signed up for the trial.
    Check that <b>Kintone</b> is selected.
    Department(s) Set the user's department and job title. For details on how to add departments or job titles, refer to the following pages:
    Priority Department Select a department that will appear on the user's screen preferentially when the user belongs to multiple departments.
    Phone Enter the user's phone number.
    URL Enter the URL of a Web page.

    For details on the items in the Optional section, refer to User Details Fields.

  6. Click Save.
    Screen to add a new user The Create Password dialog appears.

  7. Set the user's password in either of the following ways.

    • If you want to use an automatically generated password: Select Generate automatically.
    • If you want to set the password manually: Select Enter manually and enter a password. The "Create Password" dialog
  8. Select a method for notifying the user of their password and how to log in.

    • If you want to notify the user by e-mail: Click Create and Send via E-mail, enter the user's e-mail address and a message, then click Send.
    • If you do not want to notify the user by e-mail: Click Create. After doing so, inform the user of the following information.
      • Access URL of Kintone (Example: https://subdomain
      • Login name
      • Password