Create a User

Users are the people who sign in to octoja. You can create accounts for your IT team members or for customer contacts who need access.

Before you start

• You need the User Management permission (users.manage, granted via groups under Administration → Groups). User accounts are created in the admin area — if you do not see Administration → Users, ask an administrator to grant this permission or to create the account for you.
• You also need the Group Management permission (groups.manage) to put the new user into a group, which is what gives the account its permissions. With users.manage alone you can create the account, and an administrator then adds it to a group.
• Decide whether this user should sign in with a local password or through Microsoft SSO.

Steps

1. Go to Administration → Users in the left sidebar.
2. Click the Add User button.
3. Fill in the user details:

4. Click Add to create the user.
5. Assign the user to groups so they receive the right permissions. Membership is edited on the group, not on the user: go to Administration → Groups, open the group you want — for example, "Technicians" or "Help Desk" — tick the new user under Members, then click Save (or press Ctrl+S). Repeat for every group the user should belong to. This step needs the Group Management permission.

Invite a user by email

Instead of creating the account yourself, you can email an invitation and let the person finish the setup. This is the better way to onboard an SSO user: the invited person can link their identity provider while accepting, so the account never needs a password.

1. Go to Administration → Users and switch to the Invitations tab.
2. Click Invite User.
3. Enter the Email and Last Name (both required), optionally a First Name, and pick the Groups the new user should belong to. The Groups field is shown only if you hold the Group Management permission — without it, send the invitation and ask an administrator to add the user to a group once the account exists.
4. Click Send invitation. octoja emails an invitation link that stays valid for 7 days.

Before sending, also review Access to the octoja support platform (tickets, conversations, etc.). It is enabled by default. Turn it off for people who should not receive access to octoja support.

The recipient opens the link and either clicks Continue with Microsoft — which creates the account with that login already linked and no password at all — or sets a password of at least 8 characters and clicks Create account. Any groups you picked are applied automatically on acceptance, so there is no separate group step afterward.

Pending and expired invitations are listed on the Invitations tab, where you can Copy invite link, Resend invitation (which also extends the expiry by another 7 days) or Revoke invitation.

Note: Invitation links are built from your octoja instance's public URL. If none is configured, the invitation email is not sent and Copy invite link reports "No invite link is available. Configure a public URL first." If this happens, contact octoja support with your octoja instance URL so we can check and configure its public URL.

Password vs SSO users

A user without a password can only sign in once their Microsoft account is linked. An invited user links it while accepting the invitation, so that account never needs a password — see Invite a user by email above. For an account you created with Add User, open the user under Administration → Users and click Link now in the Linked Logins section, which appears once Microsoft SSO is set up for your instance. octoja sends the browser to your identity provider, and the Microsoft account that signs in there becomes the linked login for this account — so the owner of that Microsoft account completes the sign-in. No octoja password is involved. Alternatively, give the user an initial password, have them sign in and link Microsoft from their own session, then remove the password afterward — see Sign in with Microsoft (SSO).

Tip: For stronger security on local password accounts, ask the user to enable two-factor authentication (TOTP) after their first login — see Enable Two-Factor Authentication for a User.

Block support access for external users

Support-platform access is enabled by default, including for existing users. For customer contacts or other external users, you can turn it off with User Management (users.manage):

1. Open the user under Administration → Users.
2. Under Support platform, turn off Access to the octoja support platform (tickets, conversations, etc.).
3. Click Save.

The user can still read public help articles, release notes and the roadmap. The support widget, support conversations, support tickets and feature requests are unavailable to them. This does not disable their octoja account or change their access to cases or customers in your instance. You still control that through groups.

Related articles

• How Users, Groups & Permissions Work — permissions, customer and device access, and all user fields
• Create a Group and Assign Permissions