Add each member who uses Dive as a “User.” There are two ways to add users.

• ① Invite by email: Invite the user using their email address as their ID. An invitation email is sent to that address, and the user completes registration by setting a password (this is the usual method).
• ② Issue email-free account: For field staff who do not have an email address, issue a Login ID and initial password without the need for email.

① Invite by email

1. Open the page from [User management] in the sidebar, click [Add user], and select [Invite by email].
   
2. Enter the required information, and when it is complete, click [Send invitation email] below.

① Email address
This is used as the user's Login ID. Enter the user's own email address. An invitation email will be sent to the address you enter.

② Permission
Select the user's permission. For the differences between permissions, please check the details here. Permissions can be changed after the invitation as well.
Note that the permissions you can grant are limited to your own permission level or below (for example, when an Owner adds a user, they can grant up to Owner; when a Team Administrator adds a user, they can grant up to Team Administrator).
※ During the trial, many people set everyone to Team Administrator at first so that they can check every feature, and then change the permissions to match actual operations once they go live.

③ Group Affiliation
Select the group the user belongs to. Select the group you created earlier. The group can also be changed after the invitation.

④ Name
This is the name the user will use. It is a good idea to enter their real name. The name can also be changed after the invitation.

② Issue an email-free account

For field staff who do not have an email address, you can issue an email-free account. Email is not used; they log in with a Login ID and password.

1. Open [User management] and click [Add user].
2. Switch to [Issue email-free account].
3. Enter the name, permission, and Group Affiliation. The employee number and Login ID are optional (if left blank, they are assigned automatically).
4. Click [Issue].
5. Give the displayed Login ID and Initial password to the field staff member.

※ Owner permissions cannot be granted to email-free accounts.

If the user forgets their password, an Owner / Team Admin can reissue it.

Advanced: Set up Groups & users with Excel import

When rolling out Dive company-wide, such as on the Enterprise plan, it is more convenient to set things up in bulk with Excel import at the start. After the bulk setup with Excel import, we recommend making individual changes using the method described above. Here we explain how to use the Excel import feature.

1. Click [Bulk change]
   
2. Click [Download current settings]
   

3. An Excel file like the one below will be downloaded. Based on your organization's settings, enter the information in the cells and save the file. The template consists of five tabs: “User list,” “Group hierarchy,” “Department,” “Position,” and “How to use.” The columns on the User list tab have a fixed order (they are read by position). The order is: Email / Login ID, Name, Permission, Email-free account, Employee number / ID, Notification email, Group Affiliation 1 to 10, Furigana, Department, Concurrent department, and Position. For a row for an email-free account, enter “○” in the “Email-free account” column and leave the email column blank (it is assigned automatically).
   

   ● Email address
   Enter the email address that will serve as the user's Dive account ID. An invitation email will be sent to this address.

   ● Name
   Enter the display name.

   ● Permission
   Enter one of the following: Owner, Team Administrator, Group Administrator, Created user, View-only user, or Guest.

   ● Group Affiliation
   Select a group defined on the “Group hierarchy” tab by its full path (e.g. Manufacturing Department / Manufacturing Section 2).

   On the “Group hierarchy” tab, if you enter the hierarchy starting from level 1, the full path is automatically created in column A.

   

   ● Furigana, Department, Concurrent department, and Position (columns Q to T; optional)
   Furigana is used for roster search and for sorting names in Japanese syllabary order (gojūon). For Department, enter the full path from the “Department” tab (e.g. Sales Headquarters / East Japan Sales Department). For Concurrent department, separate multiple full paths with “;”. For Position, enter the position name from the “Position” tab. Departments and positions that are not in the lists are created at the time of import. Departments and positions are used only for display, sorting, and filtering; they do not determine who can see what, or approvals. For details, see Register departments and positions (Department / Position, Furigana, and HR fields in the roster).

4. Click [Select Excel file] and select the edited file.
   
5. You can check the Import preview. Make sure there are no errors, and then click [Execute import].
   
6. The screen shows “Processing.” Wait a moment until it completes, and the import results will be reflected in the system. Invitation emails are sent to users invited by email. The initial password for an email-free account can be displayed and downloaded on the screen after the import.
   

On the Enterprise plan, you can also sync the roster automatically from an HR system or Microsoft Entra ID, etc. (Automatically sync the roster from an HR system (SCIM)).