---
title: "How to Add People to Your Intranet"
type: "wiki"
space: "Axero Documentation"
author: "Maxwell Drain"
created: 2025-10-07T14:24:10Z
updated: 2026-08-26T19:55:47Z
url: "https://my.axerosolutions.com/spaces/5/axero-documentation/wiki/view/109877/how-to-add-people-to-your-intranet"
---

# How to Add People to Your Intranet

This guide explains how to add users to Axero, configure profile fields, and manage user data effectively. It covers provisioning methods, field types, visibility settings, and best practices for automation and governance.

## Table of Contents

- 1. User Provisioning Methods
- 2. User Profile Fields
    - Field Types
    - Field Purposes
- 3. Field Configuration
    - Editability Settings
    - Visibility Settings
- 4. Profile vs. Preferences
    - Best Practices for Field Placement
    - Using Fields in Personas
- 5. Automated Field Management
    - Setup Checklist
    - Integration Best Practices
    - Update Methods
- 6. Quick Reference
    - Field Configuration Decision Guide
    - Data Population Methods
    - Configuration Locations
- 7. Best Practices

## 1. User Provisioning Methods

Axero supports four primary methods for creating and updating user profiles, ranging from manual imports to real-time synchronization.

| Method | Best For | Description |
| :--- | :--- | :--- |
| Bulk Upload via Manage People | Onboarding large groups or periodic updates | Import users and profile data using a CSV file in the Manage People section. |
| Add/Edit User API | Integration with HRIS, CRM, or enterprise systems | Programmatically create and update users through Axero's API endpoints. |
| SAML Authentication | Just-in-time provisioning during SSO login | Automatically create or update profiles based on SAML attributes during user login. |
| SCIM Provisioning | Real-time, automated user lifecycle management | Sync users automatically from identity providers like Entra ID or Okta using SCIM \(System for Cross-domain Identity Management\). |

* * *

## 2. User Profile Fields

Profile fields are data attributes that define a user's identity, role, and preferences. They enable organization, display, and automation within Axero.

### Field Types

- **Default Fields:** Built-in fields such as First Name, Last Name, Email, Department, and Job Title.
- **Custom Fields:** Administrator-defined fields like Location, Start Date, Region, or Employee ID.

### Field Purposes

Profile fields can serve multiple operational goals:

- **Automation:** Drive Persona logic to automatically assign users to spaces, roles, or groups.
- **Internal Use:** Store Admin-only or restricted data for internal operations.
- **Public Display:** Show user information on profiles and directories visible to all users.

* * *

## 3. Field Configuration

Each field requires two key settings: who can edit it \(editability\) and where it appears \(visibility\).

### Editability Settings

Define who can modify a field’s value.

| Setting | Description | Recommended Use |
| :--- | :--- | :--- |
| Editable by User | Users can update the field on their Edit Profile or Preferences page. | Self-reported data, optional details, personal preferences |
| Editable by Admin | Only administrators can modify the field via Manage People. | Role assignments, internal notes, restricted data |
| Read-Only \(System-Managed\) | Field is controlled exclusively by integrations \(SAML, SCIM, API\). | Job Title, Employee ID, Department, Manager |

### Visibility Settings

Control where fields appear and who can see them:

- **View Profile:** Display field to others \(public or role-restricted\).
- **Edit Profile:** Allow users or Admins to edit \(requires an appropriate editability setting\).
- **Preferences:** Display the field on the user's private Preferences page for self-service updates.
- **Registration Page:** Collect field data during account creation.
- **Admin-Only:** Restrict visibility to Admins for internal use or troubleshooting.

* * *

## 4. Profile vs. Preferences

Profile and Preferences serve different purposes. Understanding when to use each ensures proper field placement and user experience.

| Attribute | Profile | Preferences |
| :--- | :--- | :--- |
| Purpose | Defines who the user is \(Identity\) | Defines what the user wants \(Customization\) |
| Examples | Department, Role, Region | Topics of interest, Notification Settings |
| Primary Audience | Other users and administrators | The user \(private\) |
| Location | View Profile / Edit Profile pages | Preferences page |
| Ownership | Often system or Admin controlled | User controlled |
| Used in Personas | Yes | Yes |

### Best Practices for Field Placement

| Scenario | Recommended Location | Rationale |
| :--- | :--- | :--- |
| System-controlled identity data | View Profile \(Read-Only\) | Display organizational data without allowing user edits. |
| User-controlled preferences | Preferences \(Editable by User\) | Enable users to customize their experience. |
| Shared field \(e.g., Language\) | Preferences \(Editable\) + View Profile \(Read-Only\) | Allow user control while displaying the value to others. |

**Important:** A single field can appear on multiple pages with different settings. For example, Language can be editable on Preferences but read-only on View Profile.

### Using Fields in Personas

Both Profile and Preference fields can trigger Persona automation:

- **Profile Fields:** Assign roles or spaces based on organizational data \(e.g., Department = “Marketing”\).
- **Preference Fields:** Enable user opt-ins \(e.g., Interested in Product Updates = “Yes”\).

Combining both types creates powerful automation that balances organizational structure with user preferences.

* * *

## 5. Automated Field Management

Before integrating external systems, prepare your Axero site with these steps:

### Setup Checklist

1. **Create Required Fields:** Add or verify all necessary fields for automation or integration.
2. **Configure Editability:** Set appropriate editability \(read-only for integration-controlled fields\).
3. **Set Visibility:** Ensure proper visibility on Profile, Preferences, or Admin-only pages.
4. **Define Update Method:** Determine whether each field will be manually updated or managed through integration.

### Integration Best Practices

- **Start Simple:** Implement essential fields first, expanding later as needs evolve.
- **Verify Data Quality:** Clean source data before connecting to prevent sync errors.
- **Document Data Ownership:** Clarify which system is the “source of truth” for each field.
- **Choose the Right Sync Method:**
    - Webhook: For instant, time-sensitive updates.
    - API \(Batch\): For scheduled, high-volume synchronization.
    - Bulk Export: For manual periodic updates.
- **Follow API Guidelines:** Respect concurrency limits, monitor batch sizes, and review [Axero's API guidelines](https://my.axerosolutions.com/spaces/5/axero-documentation/wiki/view/108975/using-the-rest-api#:~:text=API%20Usage%20Guidelines%20and%20Best%20Practices) for optimal performance.

### Update Methods

Choose the appropriate update method for each field:

| Update Method | Description | Best For |
| :--- | :--- | :--- |
| Manual | Users or Admins update directly within Axero | Bios, optional details, user preferences |
| Systematic | Field controlled by integrations \(SAML, SCIM, API\). | Job Title, Department, Manager, Employee ID |

* * *

## 6. Quick Reference

### Field Configuration Decision Guide

Use this guide to determine appropriate field settings:

| Decision Point | Recommended Action |
| :--- | :--- |
| Integration-controlled data \(SAML, SCIM, API\) | Add to View Profile only<br>Set to Read-Only<br>Exclude from Preferences and Edit Profile |
| User-controlled private data | Add to Preferences page<br>Set to Editable by User |
| User-controlled public data | Add to Preferences \(editable\)<br>Add to View Profile \(read-only\) |
| Automation/Persona field | Ensure accurate population<br>Add to View Profile with Admin-only visibility<br>Verify data before using it in automation |
| Admin-only internal data | Add to View Profile or Edit Profile<br>Set visibility to Admin-only<br>Set to Editable by Admin |

### Data Population Methods

| Method | Description | Use Case |
| :--- | :--- | :--- |
| Bulk Upload | Upload users via CSV in Manage People | Initial onboarding, periodic updates, manual data imports |
| Add/Edit API | Use Axero's API to manage user records programmatically | Custom integrations, scheduled batch updates, automated workflows |
| SAML Assertion | Populate fields during SSO login from supported providers | Single Sign-On environments, just-in-time provisioning |
| SCIM Provisioning | Automatically sync users from supported identity platforms | Real-time user lifecycle management, enterprise identity systems |

### Configuration Locations

| Task | Location |
| :--- | :--- |
| Add a new custom field | Edit Profile page settings |
| Control who can edit a field | Edit Profile &gt; Roles settings |
| Control who can view a field | View Profile, Edit Profile, Registration page settings |
| Perform manual updates | Manage People &gt; Options \(for bulk CSV upload\) |
| Automate data updates | SAML, SCIM, or API setup in the System settings |

* * *

## 7. Best Practices

### Key Recommendations

1. **Plan Field Strategy:** Determine purpose, ownership, and visibility before creating fields.
2. **Document Data Ownership:** Establish a single system of record for each field.
3. **Use Profile for Identity:** Show organizational data on Profile pages.
4. **Use Preferences for Personalization:** Let users manage self-service settings.
5. **Protect Integration Fields:** Keep integration-driven fields read-only.
6. **Build Personas:** Combine Profile and Preference fields to drive automation.
7. **Test Before Deploying:** Validate configurations with a small group before rolling out to the organization.
8. **Monitor Performance:** Regularly review field usage, data accuracy, and integration performance to ensure optimal results.

### Common Pitfalls

- **Too Many Fields:** Start with essentials only. Add more as needs evolve.
- **Mixed Update Sources:** Choose one source of truth per field, either manual or automated.
- **Exceeding Rate Limits:** Respect API rate limits and batch sizes to maintain performance.
- **Poor Naming Conventions:** Use clear, descriptive field names understandable to all users.
- **Hidden Automation Fields:** Include Persona-driven fields in View Profile with Admin-only visibility for troubleshooting.