Adding people is the step that generates the most support questions, so here is exactly what happens at each stage.
Adding one person
Go to Users on the dashboard and add the person: name, email address, role, and the sites they work at. Assigning at least one site matters — someone with no sites assigned will sign in successfully and then see nothing to do.
What they receive: an email inviting them to set their own password. You never need to create or send them a password, and you should never be asked for one.
Adding many people at once
The Users screen accepts a bulk upload. Download the template from the upload window, fill it in, and upload it. If a row has a problem, the upload now tells you which row and what is wrong, so you can correct just that line rather than starting over.
Tell them to use the invitation
This is the single most common setup mistake. An invited person should join using the link in the invitation email. If they instead go to the website and register as a new customer, they create a brand-new empty account of their own — separate from yours — and none of your sites or FotoFlows will be there. If that has already happened, message us and we'll merge it.
If the invitation email doesn't arrive
Check the junk or spam folder — first-time invitations sometimes land there.
Ask your IT team whether outside senders are filtered. This is the usual cause in corporate environments. We have a one-page guide your IT team can use to allow our address through — just ask us for it.
Still nothing? Send us the addresses and we'll re-issue the invitations and confirm they went out.
"This user already exists" but you can't find them
If you get told the address is already in use, but searching your own user list finds nothing, that address is registered elsewhere in FotoFinish and your account cannot see it. This isn't something you did wrong, and retrying won't clear it.
Send us the person's name and email address and we'll set them up on your account and confirm when they can sign in.
Turning on report emails
In each user's settings there's a Receive emails option. Turn it on for supervisors and managers so they get the photographic report after each inspection without opening the dashboard.
Need a hand with any of this? Message us.