Add people and groups

Add someone

On the dashboard, open People and click Add person.
Enter their name and email, choose Member or Admin (only the owner can add admins), and pick any groups they belong in.
Click Add and email them. They get an email with a link to choose their password - the link works once, for 3 days.

Your plan sets how many people you can have (1,000 on Standard, 2,500 on Premium, 12,000 on Premium+).

Add lots of people from a spreadsheet

On People, click Add from a file.
Choose a CSV file - any spreadsheet can save one. Its first line is the headings: name (or first name and last name), email, and if you like role (member or admin) and groups (separate several with a semicolon). Download an example shows the layout.
Tick Create groups that don’t exist yet if the file names new groups, and choose whether to email everyone a set-up link now or later.
Click Check the file. Nobody is added yet - you see how many people are ready, and any line that can’t be added with the reason (a bad email, someone already on Smile Business, a duplicate, no room left on your plan).
Click Add to add everyone who’s ready. Lines with problems are left out.

You can add up to 2,000 people at a time.

Export everyone

Click Export on People to download everyone as a CSV: name, email, role, status, groups, licences, whether they use an authenticator app, and when they last signed in.

Find people

Search by name or email, or use the filter to see only active, invited, invited 7+ days ago, suspended, owner and admins, people with no authenticator app, people who’ve never signed in, or people who haven’t signed in for 60 days. You can also pick a group. Big lists show 100 people a page.

Change several people at once

Tick the people you want (the box at the top ticks everyone on the page). A bar appears where you can send set-up links to people who haven’t set up their account, add them to a group or take them out of one, suspend them or reactivate them. Anyone who can’t be changed - the owner, say - is listed with the reason.

Manage someone

Click Manage next to a person to:

change their name, picture, role and groups
send them a set-up link, or a password reset
sign them out everywhere, or remove their authenticator app if they’ve lost their phone
set policies just for them
see which of their own accounts they’ve linked
suspend them (they’re signed out and can’t sign in) or remove them for good

The owner can also click Make owner to hand the organisation to someone else - the old owner becomes an admin.

Groups

Groups let you treat a set of people the same way - a team, a department, a year group. Open Groups and click New group, then add people to it (or add groups when you add a person).

You can use a group to:

give everyone in it a licence - see Licences and the shop
give it its own rules - see Policies and presets
let it see a Smile VPS - see Share a VPS with your groups

Activity

Activity shows everything that happens in your organisation, newest first: people added, licences given, policies changed, sign-ins refused and more.

Security check

The dashboard’s Overview has a Security check: admins without an authenticator app, people who haven’t set up their account for over a week, people who haven’t signed in for 60 days, and anyone suspended. See who opens People with that filter.