Edit accounts

Account management

As an admin with account management rights, you can independently manage your client’s accounts in Oniva. You can edit, block or delete existing accounts, as well as create new ones.

Open account management

You can find account management in the settings menu of the Oniva Admin (top right). If accounts are not displayed, you do not have the required permissions. In this case, please contact your admin or support@oniva.events.

Account list

The account list shows all current users. Users with admin roles are marked with a crown icon. Existing accounts can be edited via the action menu (···). Admin rights can also be edited per account here.

Create accounts

New accounts can be created via the button. For new accounts, at least the first name, last name and email address must be provided. If required, the account can also be assigned directly to an account group. No notification is sent immediately after the initial creation.

Newly created accounts initially have the status “added”. This means that the account is not yet activated and the user cannot log in. Only once the account has been activated can the user log in to the system.

💡 Note: If the newly created account is intended to be an admin account, admin rights can be assigned before activation. This allows the user to log in immediately after activation and use the correct admin rights.

Activate account

After the account has been created and the desired rights have been assigned, it can be activated. You can decide whether:

• the user should be notified, or
• the login should be usable independently.

In both cases, the password must be reset first.

• The activation notification already contains a password request, which is valid for 24 hours.
• If the user does not respond within this period, the link expires. They will then need to request a new link via “Forgot password”.

Import accounts

To create a large number of accounts in Oniva, accounts can be imported using an Excel file. Click “Import Excel” to start the import process.

First, select the account type to which the accounts should be assigned. The available account types can be managed by the tenant admin. Then select the Excel file to be used for the import. Finally, confirm consent to the processing of personal data to ensure that the affected persons have agreed to the intended use of their data.

To assign the data to be imported to the relevant data fields, you must map the data from the Excel file to the existing data fields in Oniva in step 2.

Check that the selected data fields are correctly mapped and complete the process using the “Import” button.

Requirements for the Excel file

• Each contact requires a unique identifier; otherwise, the row will be skipped.
• If an identifier occurs more than once, only the first contact will be created.
• The file may contain only one worksheet.
• Only one header row is allowed; contacts are imported from row 2 onwards.
• Empty rows are skipped.
• Do not use formulas or formatting.

Block or delete accounts

To block an account, navigate to the account list and select the corresponding account. Then, in the action menu (···), click "Block" or "Delete". The status of the account is displayed in the list entry:

• Active: The account has access to Oniva.
• Inactive: The account does not have access to Oniva.

Manual unblocking:
To activate a blocked account, select "Unblock" in the action menu.

Automatic blocking:
If Oniva has an interface to an account database (e.g., Active Directory), inactive accounts will be automatically blocked with regular data imports.

Account registration

When account registration is enabled, users can request an Oniva account on their own. In this case, a “Create Login” link appears on the login page next to the “Forgot Password?” link. Users can fill out a form with all required account details.

The account is then created in the background with an inactive status, and a notification “Account request waiting for approval” is sent to the team mailbox or other configured recipients. The responsible admin can approve or reject the account in the admin area. The user can log in only after the account has been activated by the admin.

Account registration can be enabled at the tenant level. See tenant settings.