Users and contacts

Last modified: 03 Nov 2025

What is the difference between users and a contacts?

Both users and contacts are managed centrally in the User list. In VCOM and VCOM mobile apps, it is important to distinguish between contacts and users:

Users

…have access to VCOM with a username and password.

Example

O&M manager
Technician
Investor

Contacts

…do not use VCOM. Their names and email addresses are simply stored in the system for reference and communication.

Example

Stakeholder who receives reports
Contact who receives invoices

User list overview

Find the user list at PORTFOLIO LEVEL under Administration > Users > User list.

	Name	Description
1	List of users and contacts	Find all your organization’s users and contacts. Sort the list by selecting a specific column. Recommendation Sort ascending by user group to display only contacts (= the entries without a user group) at the top of the list.
2	New user	Create a new user. See What is a user?
3	New contact	Create a new contact. See What is a contact?
4	CSV export	Download the current view as CSV.
5	Search	Quickly search for users and contacts.
6	Column configuration	Select which columns should be displayed in the table.
7	Edit user	Edit the details of a user or a contact.
8	Delete user	Delete a user or a contact permanently.

Create a new user

Caution

Be aware of the difference between users and contacts.
According to the General Data Protection Regulation (GDPR) the storage of personal data requires the consent of the person concerned.

Prerequisites

You belong to the user group administration or operations. See User groups.
You have consent to store personal data of the data subject.

Steps

At PORTFOLIO LEVEL, select Administration > Users > User list.
Select New user. A window appears.
- Fill in the mandatory fields.
- Enter optional user data, like job title or company, if desired.
- Select Continue.
The next page appears.
- Assign a Username, set a secure Password, and confirm it.
- From the dropdown, assign a User group to the user to grant them certain permissions in VCOM. See User groups.
- Assign a Theme to the user to determine how their viewport will look like.
- Select Continue.
The next page appears. Assign the systems the user can access via Team assignments or System assignments, or choose both options at the same time.
- Team assignment: Select a team with predefined system accesses from the dropdown menu. See also Teams.
- System assignment: Tick the check boxes for the systems the user can access.
Select Save.

The new user is now added to the user list.

Further actions

Select Edit to change the details, user group, or team and system assignments of a user.
Select Delete to delete a user permanently.

Create a new contact

Caution

Be aware of the difference between users and contacts.
According to the General Data Protection Regulation (GDPR) the storage of personal data requires the consent of the person concerned.

Prerequisites

You belong to a user group administrator, operations, or technician.
You have consent to store personal data of the data subject.

Steps

At PORTFOLIO LEVEL, select Administration > Users > User list.
Select New contact. A window appears.
- Fill in the mandatory fields, such as Title, First name, Last name, Email, Language, Country, Time zone of the contact.
- Enter optional user data, like job title or company, if desired.
Select Save.

The new contact is now added to the user list.

Further actions

Select Edit to change the details of a contact.
Select Delete to delete a contact permanently.