How to Create Users in Salesforce

In the dynamic landscape of business operations, efficient user management within Salesforce is critical for streamlining processes and enhancing productivity. 

In this blog, you will learn: 

• How to create a single user in Salesforce.
• How to create multiple users in Salesforce.
• Overview of Salesforce Licenses.
• Options for localization for a user.

Create Single User 

A user is anyone who logs into Salesforce. Users are employees at your company, such as sales reps, managers, and IT specialists, who need access to the company’s records. The user account identifies the user, and the user account settings determine what features and records the user can access. 

Here are three easy steps to create a new user in the system:

• Set up an account in Salesforce and send a verification link to the user.
• The user will verify the account and set the password and security question.
• Users can then log in to Salesforce using the new credentials.

Here is the list of mandatory fields when setting up a new user:

• Last Name
• Alias
• Nickname
• User License 
• Email
• Username
• Role
• Profile 

Key Considerations

Here are some important considerations to remember while creating a user in Salesforce.

• Admin should have Manage User permission to create, edit, and manage all users in the org, partner & customer portal (community).
• The username is unique across all organizations and must be in an email format. Example – john@saasguru.com.
• Users can use the same email address across multiple organizations.
• The account verification link expires within seven days, and users must change their password the first time they log in.
• Users who click the account verification link but don’t set a password need an admin to reset their password before logging in.

Create Multiple Users

An administrator can create up to 10 users at a single time. Here are some of the important considerations to remember while creating multiple users. 

Key Considerations:

• All users will have the same license type selected at the beginning of the process.
• When adding multiple users, the username will be the same as the email address.
• To email a login name and temporary password to each new user, select Generate passwords and notify the user via email.
• To specify more details for the users you’ve created using this method, edit individual users as needed.
• Users should have Manage Internal Users permission to create or edit internal users.
• A user should have Manage External Users permission to create or edit customer community or partner community users.

Salesforce License Types

Users are assigned a type of license to enable specific Salesforce functionality.

• User License – Determines the baseline of functionalities that users can access. Each user needs to be assigned precisely one user license—for example – Salesforce, Chatter Free, Force.com, etc.
• Permission Set Licenses – Allows administrators to assign additional settings and permissions to users not part of their user licenses. Any number of permission-set licenses can be assigned to a user.
• Feature Set Licenses – Allow users to access additional features like Service Cloud, Marketing User, Knowledge User, etc., that may not be part of the user’s license. Any number of permission-set licenses can be assigned to a user.
• Usage-Based Entitlements – These are used to limit resources used by users in a specific timeframe—for example, the number of monthly logins allowed to a Partner Community.

Localization

A few localization settings are configured at the company level but can be overridden for each user to personalize the user experience.

• Locale: Determines date and time formats, name, address, and number formats.
• Timezone: Times will be displayed in this time zone setting
• Language: Scree text, buttons, and online help with display in the selected language.
• Currency: Set at the company level and only applicable at the user-level if multi-currency is enabled; determines currency formatting.

Use Case

A new hire at Sun Solar has joined the customer service team to interact with customers and handle cases. This user needs access to the Service Console to manage the cases and customer information. What should an administrator do to assign a Service Cloud license to a new user? 

Solution

• From Setup, enter Users in the Quick Find box, then select Users.
• Click Edit next to a user’s name.
• Select Service Cloud User.
• Click Save.

Reason

Feature licenses such as Service Cloud User or Marketing Cloud User can be found on the user profile page. These licenses enable features besides the User Licenses, such as the Salesforce User License.

Next, explore – Organisation Wide Defaults(OWD) in Salesforce

Conclusion

Successfully managing user accounts in Salesforce is vital for ensuring seamless access and optimal use of the platform’s capabilities. By following the guidelines and considerations outlined in this guide, administrators can effectively create and manage user accounts, tailor permissions, and understand the different licensing options. 

To truly harness the power of Salesforce, practical, hands-on experience is invaluable. That’s where saasguru steps in. Join our saasguru community on Slack, where you can connect with a network of Salesforce professionals and enthusiasts. Exchange ideas, gain insights, and stay updated with the latest in Salesforce.

Furthermore, if you’re aiming to elevate your Salesforce skills, our Salesforce Admin Certification Course is the perfect next step. Check out our comprehensive Salesforce Admin Exam Guide; we’ll cover everything you need to know to prepare for the Salesforce Admin Exam and pass with flying colors.

Take your Salesforce expertise to the next level with saasguru.