Admins add users to give people on their team access to Redlist — logging in, completing work, and using the features their role allows. You can add users one at a time with full control over their settings, or import a batch of users and employees at once from a spreadsheet. Either way, new users are set up with a role, an optional linked employee record, and a way to sign in.
Accessing Users
From the navigation, click Admin, then click Users.
Make sure you're on the Users tab (as opposed to the Employees tab).
How to Add a User Manually
Click Add User.
Enter the required fields: First Name, Last Name, Email, Roles, and License Type.
If you're a Brand Admin or System Admin, a Brand field also appears and is required — other admins won't see this field.
Fill in any optional fields your account uses: Language, External ID, Employee Region, and any custom fields.
If this person doesn't already have a matching employee record, check Create user as employee. This creates an employee record, links it to the user's email, and enables work assignments for them throughout the system.
Set the password (see below) and any optional security settings (see below).
Click Create.
When prompted, choose whether to send the new user an invite email right away.
NOTE: If you're a Brand Admin or System Admin, a Brand field also appears and is required. Other admins won't see this field.
Custom fields — and whether each one is required — are configured per account. Job Description is a common example: many accounts configure it as a required single-select field (e.g. "Lubrication Tech").
How to Set a Password for a New User
By default, no manual password field appears on the Add User form — the new user sets their own password.
Leave "Automatically create password" unchecked (default): the user receives an invite email and sets their own password via a "Finalize Username and Password" link.
Check "Automatically create password": a disabled Temporary Password field appears with a system-generated password you can copy and hand to the user directly.
NOTE: the "Automatically create password" option only appears if your account is set up to allow admins to manage user passwords.
How to Set Optional Security Settings
Require Two-factor Authentication — the user must set up an authenticator app the first time they log in. See Two-Factor Authentication (2FA) for Web and Mobile.
Exempt from SSO — lets this user sign in with a password instead of your identity provider. Only appears when your account has SSO set to optional with an SSO domain configured.
Understanding License Types
License Type sets a user's permission tier. Each tier is a strict superset of the one below it — it includes everything the lower tiers can do, plus more:
Collect — View and submit forms only.
Complete — Everything Collect can do, plus view and complete tasks, work orders, jobs, and service tickets.
Create — Everything Complete can do, plus create tasks, work orders, jobs, and assignments, and full access to admin settings.
Connect — Everything Create can do, plus access to the integration hub for connecting Redlist with other software and hardware.
Choose the tier that matches what the person actually needs to do in Redlist — for example, a technician who only fills out inspection forms doesn't need Create or Connect access.
Understanding Employee Linking
A user account controls sign-in and permissions; an employee record controls whether that person can be assigned work. They're linked by email.
If the person already exists as an employee, just enter the matching email — no need to check "Create user as employee."
If they don't exist as an employee yet, check Create user as employee so the two records get linked automatically and the person becomes assignable.
Skipping this when no matching employee exists means the user can log in, but may not be assignable to work anywhere in the system.
How to Import Users in Bulk
Use this when you need to add several users and employees at once instead of one at a time.
From the navigation, click Admin, then click Import.
Click Import Data.
Select the Employees and Users card, then click Next.
Click Download Employee Template, fill it out with the required details, and save it.
Upload the completed file and follow the remaining on-screen steps to finish the import.
Use Cases / Examples
Onboarding a single new hire: an admin adds a new technician one at a time, checking "Create user as employee" since the technician has no prior record in Redlist, and leaves "Automatically create password" unchecked so the technician sets up their own password via the invite email.
Rolling out a new site with many users: an operations manager uses the Employees and Users import template to add an entire site's staff in one upload, rather than creating each user individually.
Adding an admin with stricter sign-in requirements: a System Admin adds a new regional admin, selects the correct Brand, checks Require Two-factor Authentication, and generates a temporary password to hand off in person instead of relying on an email invite.
Best Practices
Match emails to existing employees: check whether the person already has an employee record with the same email before creating a new one, to avoid duplicates.
Use invite emails when possible: letting users set their own password reduces the number of temporary passwords admins need to track.
Turn on 2FA for sensitive roles: require it at creation time for admin-level roles rather than adding it later.
Use bulk import for groups: the Employees and Users template is faster and less error-prone than adding users one at a time for onboarding a group.
Troubleshooting
Issue: I don't see a Brand field when adding a user.
Solution: the Brand field only appears for Brand Admins and System Admins. If you need a user assigned to a brand and don't see this field, ask a Brand or System Admin to add the user.
Issue: I don't see the "Automatically create password" checkbox.
Solution: this option only appears when your account is configured to allow admins to manage user passwords — contact Redlist support to enable it.
Issue: The new user says they didn't receive an invite email.
Solution: confirm you selected "Yes" on the send-invite prompt after clicking Create, check the email address for typos, and have the user check their spam folder.
Issue: A new user can log in but can't be assigned any work.
Solution: this usually means no employee record is linked to their user account. Edit the user and check "Create user as employee," or link them to an existing employee record with a matching email.
Summary
Adding users in Redlist takes just a few required fields — name, email, role, and license type — plus optional employee linking, password, and security settings. For onboarding one person, use Add User; for onboarding a group at once, use the Employees and Users import template.