Skip to main content
Cookbook · Setup & access

Onboard a new planner

Admin ~10 min

You want a new colleague set up with the right access and a usable view on first login.

Before you start​

Decide which account type the new planner gets, because it changes what you fill in and how they receive credentials. A Microsoft Entra ID account reuses an identity that already exists in your tenant, so there is no password to hand over. A forms account lives in Dime.Scheduler's own database and is the fallback when there is no central identity system to integrate with.

You will also want to know which roleUser roleA named bundle of user actions assigned to users and user groups. Permissions flow through roles, never directly to a user. the planner should get before you start, rather than deciding it in the dialog. In most tenants the answer is simply Planner.

1. Create the user account​

Go to User Management → Users and add the user. Both account types need the same three things: an e-mail address, a display name and a time zone. For Entra ID the e-mail has to be a real address in your tenant, since that is what the sign-in is matched against. The account type is fixed once the user exists, so settle it before you click Add.

Language is optional. Leave it blank and the planner picks it on first login, which is usually the better default for a distributed team. Time zone is not optional, and it is worth a moment's thought: it drives how every appointment time is rendered for them, so a wrong guess shifts their whole board by a fixed offset.

For a forms account, Dime.Scheduler generates a password and shows it to you once, with a copy button, and at the same time e-mails the planner a welcome message with a confirmation link where they choose their own password. You can pass the generated password on directly, but you do not have to: the link does the same job.

See users for the full dialog.

2. Assign the role​

A role is a bundle of permissions, and a user can hold several at once: their effective permission is the union. That means you compose access rather than inventing a new role for every combination.

The assignment happens on the users page, not the roles page: select the planner in the grid and tick the role on the Roles tab of the panel beneath it. Each tick saves immediately. If several planners need the same set, put it on a user group once and add each planner to the group instead.

For a planner, start with the standard Planner role, which grants full access to the planning viewPlanning viewThe main screen of Dime.Scheduler, where a profile lays out the components a planner works with. A new tenant has none until a profile is created or applied from a template. including creating, modifying, and deleting appointmentsAppointmentA task scheduled to a resource for a specific period - the scheduled instance you see on the planning board.. Add Personalization on top if you want them to build and share their own profilesProfileA saved snapshot of a user’s planning board configuration, including the chosen layout and view options., layoutsLayoutA saved arrangement of the planning board - visible resources, columns, and settings - that can be reused., and filters. If they should look but not touch, use Viewer instead.

One thing that catches people out: role changes take effect on the next sign-in, not immediately. If you adjust a role while the planner is logged in, ask them to sign out and back in.

3. First sign-in​

Point the planner at your Dime.Scheduler URL and tell them which sign-in method to use, since the login page offers both and they have no way to guess. Entra ID users click Sign in with Microsoft and are asked once to consent to Dime.Scheduler reading their profile. Forms users follow the confirmation link in their welcome e-mail first, choose a password, and only then sign in with Email and Password.

If you left the language blank in step 1, the planner lands on a Set up your account page before the planning board. It asks for language and time zone, so it is also their chance to correct the time zone rather than clicking through.

See logging in for the first time.

4. Give them a workable starting view​

A new planner lands on the standard profile, which is deliberately generic. Leaving them there is the most common reason a rollout feels worse than the demo did.

The quickest fix is to build one profile that matches how the team actually plans and make it their default: add the components they need, remove the ones they do not, then save the profile and set a default layout for each component. Step 4 of this recipe links to create a profile, which walks the whole thing end to end.

Note that building profiles requires the Personalization user actionUser actionA single protected capability, such as 'edit appointment', that a role can grant. The building block of role-based access control., so if you skipped it in step 2 the planner cannot do this themselves. In that case build the profile yourself, share it with a user group or everyone when you save it, then open the planner's row in users and star the profile on the User Profiles tab so it opens as their default.

Verify​

Have the planner sign in and confirm three things: the planning view opens rather than an empty page, the components they expect are on screen, and they can drag a taskTaskA unit of work that belongs to a job. It appears in the open task list until it is scheduled to a resource. onto the board and save it. If the board renders but nothing can be saved, the role is the thing to check first.

Last updated on by Hendrik Bulens