Users can be invited from this page or bulk imported from here. For adding users via Single Sign On, see details on the Apps and Integrations > SSO Page.
Inviting Users to your Account
To invite a new user, click on "Invite User", enter their email address and select a suitable role for them. They will receive an email with a link to a registration page that's linked to your account.
This invitation is a one-off link; once the user has registered, the link will not work. The user must log in from https://portal.clearooms.com/login.
If you have invited anyone to your account and they have not yet registered, these invitations will show at the top of the list.
Invitations that have been used won't be in this list; they will show below in the "Users" list.
If an invitation does not get used within 7 days, it will expire. You can resend the invitation by clicking on the refresh icon next to an invitation.
Bulk Import - Creating your CSV
Bulk Import bypasses the invitation process and sets Users up directly in the system, ready to log in. The bulk import template (you can download it from the bulk import page) has the following fields:
- Full Name: Mandatory
- Email: Mandatory
- This must be a valid email address
- Role: Optional
- Must be one of "User", "Super User", "Manager", "Admin". If omitted, it will default to "User"
- Office: Optional
- The user's default office will show. Name must match to an existing office. If omitted, the user's default office will be the default office for the organisation
- Team: Optional
- The team the user belongs to. Name must match to an existing team. If omitted, the user will not belong to a team
- Password: Optional
- If a password is omitted, a password will be generated and can be downloaded once the import is finished
Bulk Import - Uploading your CSV
When your CSV is ready, upload it, and the system will check it and advise if there are any issues. If there are issues, the CSV will need to be corrected and re-uploaded. Don't worry, any errors spotted will be clearly explained and the row numbers provided.
Once you successfully import your users, you can provide access for them by several options:
- Send them the login page along with the password you set on the import (or the generated password) https://portal.clearooms.com/login
- Send them the forgotten password link: https://portal.clearooms.com/forgot-password and ask them to reset their password from this page.
- If you have Single Sign On set up, send them the unique URL listed on the SSO set-up page.
Self-Registration Links
As an alternative to manually inviting or importing users, Clearooms also allows you to create self-registration links. These links let users securely sign up and gain access to your Clearooms account without requiring an admin to send invitations or upload a CSV file.
When to Use Self-Registration Links
Self-registration is ideal for:
-
Large teams or departments where users can join independently
-
Temporary or project-based access (using expiry dates)
-
Visitor or contractor registration via QR codes displayed in reception areas
How It Works
Administrators can create and manage self-registration links from Settings > Users. Each link can include:
-
A default user role assignment
-
Optional team allocation
-
An optional expiry date to control access duration
-
An automatically generated QR code for easy sharing
You can also edit existing links, update expiry dates, or download and share QR codes directly from the Users page.
For full instructions, see the dedicated guide below:
How To Create And Manage Self-Registration Links In Clearooms