Choosing a user management approach for your platform

When you add users to your platform, you have several options to choose from. You can also use a combination of these options, allowing you to cater to different groups of users based on their specific needs and capabilities, such as desk workers, front-line workers, or external users.

Option 1: Local users

You can create users directly on the platform as so-called local users. These users are only stored in your platform and have no connection to other systems; you manage them manually.

You can learn more about managing local users in Managing local users.

Advantages Trade-offs
  • Simple and easy management directly on the platform
  • Implementation within a few minutes - no technical know-how needed
  • Low effort when there is a low number of users and/or minimal fluctuation in user numbers
  • An automatic welcome email can be sent from the platform, adding an  
  • Adding users in bulk is time-consuming as users need to be created one-by-one
  • User profile information needs to be manually added
  • Group management is manual
  • Requires manual effort for each change to a user account: deactivating old employees, adding new employees

You can initially start with a few local users and then connect them to a directory if needed. This allows you to invite key users to set up the platform before establishing a directory connection.

Option 2: User directories

You can sync users and their data from your company's user directory to automate user management. Schedule syncs to run automatically at specific times to provision your user data from a central company directory into Haiilo. This process allows you to automate adding and removing users, as well as populating their user profiles with information from your directory.

You can learn more about each user directory option in the corresponding articles:

Advantages Trade-offs
  • Synchronization and alignment are fully automated
  • Manual corrections and errors are eliminated
  • User profile information can be mapped from the user directory
  • Group management is also automated
  • For a large number of users, this is the most efficient way to transfer user data to the platform
  • Setup and implementation requires technical knowledge; you need the help of your company's IT department
  • Synchronization only works if your user directory is configured correctly
  • You're responsible for the correct setup and network activation and may need support from your company's directory provider

Haiilo only reads user directories. No entry is made in your user directory if data is present in Haiilo but not in the directory.

Option 3: CSV import

You can import users and their groups using a CSV file. This is especially helpful if you don't have a user directory to connect to but need to add and manage a large number of users for which the local user option isn't possible.

You continue to manage the users in your platform by re-uploading the CSV file. This option, hence, involves a combination of manual and automatic processes.

You can learn more about importing users via CSV in User directory: CSV import.

Advantages Trade-offs
  • Quick and easy import of many users and groups
  • User information is updated by re-uploading the file
  • No technical know-how needed
  • Not all user data can be imported; user profile information needs to be manually added
  • Requires manual effort in the CSV file to keep it up-to-date and re-upload the file after changes to user accounts

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