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Inviting up your Users

Inviting Users to Clearooms Clearooms offers several ways to invite and manage users, whether you’re adding a few new team members or rolling out to your entire organisation.  You can choose between manual, automated, or integrated methods depending on your setup.

1. Manual User Invitations

Perfect for smaller teams or when adding individual users.

  1. Go to Settings → Users & Teams.
  2. Click Add User.
  3. Enter the user’s name and email address.
  4. Assign their role or permission level (e.g. Standard User, Admin, or Manager).
  5. Click Send Invitation.

The user will receive an email with a secure link to activate their account and set their password.

2. Bulk Upload via CSV

  • For larger rollouts, use the CSV import tool to upload multiple users at once.
  • Navigate to Settings → Users & Teams → Import Users.
  • Download the CSV template provided (do not later the format of this template)
  • Add each user’s name, email, and role to the file.
  • Upload the file and click Import.

Each user listed will automatically receive an activation email. This is ideal for onboarding entire departments or new office locations.

3. Single Sign-On (SSO) Integration

If your organisation uses Microsoft 365, Google Workspace, or another identity provider, Clearooms supports Single Sign-On (SSO) for simplified and secure access.

  • Users can log in using their existing company credentials.
  • No separate Clearooms password is required.
  • Access and permissions can be centrally managed by your IT team.

This approach improves security and streamlines onboarding for larger organisations.

4. SCIM (System for Cross-Domain Identity Management)

For enterprise customers, Clearooms supports SCIM provisioning, which automates user management through your Identity Provider (IdP) — such as Azure AD, Okta, or Google Workspace.

With SCIM enabled, you can:

  • Automatically create new Clearooms accounts when a user is added in your IdP.
  • Sync updates to names, roles, or departments.
  • Deactivate or remove users automatically when they leave the organisation.

This ensures your user base is always current and aligned with your company’s identity management system — eliminating the need for manual maintenance.

5. API User Management (Advanced)

Developers can integrate directly with the Clearooms Open API to automate user creation and management through internal systems, such as HR or IT platforms.

Common use cases include:

  • Creating users automatically when added to an HR database.
  • Bulk editing user permissions programmatically.
  • Removing inactive accounts.

Visit the Clearooms Developer Portal for API documentation and example requests.

Best Practice Tips

  • Combine SSO and SCIM for seamless, secure user lifecycle management.
  • Assign user roles carefully to maintain appropriate access control.
  • Periodically review inactive users and deactivate where necessary.
  • Ensure your IT or HR teams coordinate to maintain accurate user records.