How to Create a User in Salesforce

I was working as a Salesforce admin recently. Our organization hired new employees for the sales representative position, and the sales manager asked me to give them access to Salesforce to manage the sales application. For that, I created a new account for new employees and gave them access to the Salesforce Org.

Here, I explain what a user is in Salesforce and then show you how to create a user in Salesforce with an example and step-by-step explanation. Additionally, I will explain how to add multiple users in Salesforce.

Table of Contents

What is a User in Salesforce?

In simple terms, anyone who logs into your Salesforce org is considered a user. Users are employees at any organization who need access to Salesforce’s records, such as managers, directors, IT analysts, etc. Even a customer or partner who needs and has access to the data in the Salesforce org is also a user.

You can create one user at a time and multiple users at the same time in Salesforce. Every user has a user account, which determines the services and information they can access based on their account settings.

Once a user is created, we can’t be deleted. However, we can uncheck the active checkbox from the user account to deactivate the user, or we can freeze that user.

How Many Users Can Be Created in Salesforce?

You can create as many users as possible according to the license availability in your Salesforce org. For example, if you have 100 licenses, you can create up to 100 users.

Moreover, as you know, you can create multiple users at a time in Salesforce. There is also a limit that you can only create a maximum of 10 users at a time, depending on the license availability.

Now, let’s move and learn the steps to create a user in Salesforce.

Create a User in Salesforce

Salesforce users with the System Administrator Profile can create new users, so you need to log in through the system administrator account. I explained how to create a new user in Salesforce in the following steps.

Navigate to the Setup, search for Users in the Quick Find box, and click on it.

To create a new user in Salesforce (single user), click the New User button.

Enter the details in the mandatory fields. Below, I explained some information about these fields.

First and Last Name: It is simply the first name and last name of the user.
Username: Each user must have a unique username throughout Salesforce organizations.
Email Address: Enter your email, and ensure the email is valid and accessible.
License: A license defines the functionalities and features a user can access within the platform.
Profile: It determines what users can do in Salesforce. Assign an appropriate profile that controls the user’s permissions and access to objects and fields.
Role (optional): Assign a role to determine the user’s position within the role hierarchy and data access.

As you scroll down, you can set the Local Settings, and the Approver Settings are optional. There is a checkbox titled “Generate new password.” Then click the Save button to create the user.

You can see that the user was created successfully, and it shows all the user’s details.

Then, the user will be notified at their email address to verify their account. You need to click on the Verify Account button.

To verify, the user will click on Verify Account. After that, they will get the new Reset Password page, where they need to create a new password as per the guidelines and also set the security questions.

In this way, we can create new users in Salesforce.

Create Multiple Users in Salesforce

In the above steps, we saw how to create a single user. I will show you how to create multiple users simultaneously in the following steps.

Go to Setup -> Quick Find box -> Search Users -> Click on it.
- Click on the Add Multiple Users button to create multiple users at a time, depending on your Salesforce Edition and the Availability of a License.

When you click the Add Multiple Users button, you will see the License Availability before creating multiple users. As per the requirement, select the User License. Here, I have selected the Identity License.

Now, fill in the details in each field for every user you want to create. Here, you will get the fields First Name, Last Name, Email, Profile, and Role, and out of all, only one field is not required, that is First Name.

For example:

First Name – John
Last Name – Lobo
Email – xyz@gmail.com (that acts asthe username also)
Profile – Identity User (Here, you will see the license shown in the above image). You can add the number of users for as many licenses as you have available.
Role – You can assign a role to a user, whatever the present is in the role hierarchy, or you can set it as <None Specified>.

After filling out the information, click the Add More Users button to add more users. This way, you can create up to 10 users.

Finally, check the checkbox to generate a Password and send it to the user, so they receive a notification once their account is created in Salesforce.
- Then, click on the Save button.

In this way, we can create multiple users at a time in Salesforce.

Conclusion

I hope you have an idea about users in Salesforce. In that, I explained what to consider when creating a new user. Then, we saw how to create new users and add multiple users to Salesforce, using examples and step-by-step explanations.