How do I add a new admin user?

Only users with the Administrator or Data Protection Officer role can create new admin accounts. Admin accounts grant access to the DataShield HQ dashboard and all compliance data for your organisation.

Steps

1. Log in to your DataShield HQ workspace as an Administrator or DPO.
2. Click User Management in the left-hand navigation menu.
3. Click New User (top-right).
4. Fill in the user's details:
   • Full Name – The user's display name.
   • Email Address – Used to log in and receive the invitation.
   • Role – Choose the appropriate access level (see below).
   • Password – Set a temporary password. The new user will be prompted to change it via the invitation email.
5. Click Create User.

What happens next

After you click Create User:

• The account is created immediately.
• A welcome email is automatically sent to the new user's email address containing a "Set My Password" link.
• The link is valid for 24 hours.
• When the user clicks the link they will be taken to the password-reset page to set their own password.
• On first login, they will be prompted to configure two-factor authentication (TOTP) using an authenticator app — this is mandatory for all accounts.

If the email doesn't arrive: Check the user's spam folder. If the link has expired, use the Change Password action in User Management to set a new temporary password, and ask the user to use the "Forgot password?" link on the login page to generate a fresh setup link.

Roles explained