How to create a new user (employee) in Nextcloud
Learn how to securely add new partners or employees to your company's cloud and how to organize them into workgroups.
Nextcloud is the ultimate tool for securing your company’s files. When a new employee or external partner starts working, you should never share your own passwords. You should create a separate, personal account for them so you can control exactly which folders they have access to.
Go to User Management
Log in to Nextcloud with your own account (which must have Admin privileges). Go to the top right corner, click on the **round icon of your profile**, and from the drop-down menu, select Users.
[ Screenshot: The profile menu in the upper-right corner, with the “Users” option highlighted ]
Add a New User
In the user interface, you'll see a list of all active accounts. On the left side of the screen (or at the top, depending on the version), click the button + New User. A row with blank fields will appear for you to enter the employee's information.
[ Screenshot: The “+ New User” button and the registration form ]
Entering Information & Groups
Please fill in the user's basic fields carefully:
- Username: The employee's login name (e.g.,.
j.papadopoulos). Use lowercase Latin letters. - Display Name: His full name in Greek (e.g., Giannis Papadopoulos), so that his colleagues can recognize him.
- Email: His work email. That's where he'll receive notifications and the password reset link.
- Groups: Very important! Select his team (e.g.,.
Accounting Department,Marketing,Sales). If the group doesn't exist, you can type it in right then to create it.
Don’t share folders individually with each user. Organize users into Groups. That way, when you share the “Invoices” folder with the “Accounting” group, any new employee added to that group will automatically gain access to the files, without wasting any time.
[ Screenshot: The completed data row with the team drop-down menu ]
Password Setup & Creation
In the field Password, you can either enter a temporary password yourself or leave the field blank so that the system automatically sends an email to the user, allowing them to set their own password.
Once you're done, click the **checkmark icon** at the end of the line to save the user.
In the “Admin” field, never select anything for regular employees. If a user is accidentally assigned Admin privileges, they will be able to delete other users, view administrative files, or change the security settings for the entire company.
[ Screenshot: The confirmation button (checkmark) at the end of the line ]
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