Users and contacts

Last modified: 26 Mar 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 under PORTFOLIO LEVEL > Administration > Users > User list.

	Name	Description
1	List of users and contacts	Find all users and contacts of your whole portfolio in this list. 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	Add a new user to the list. See What is a user?
3	New contact	Add a new contact to the list. See What is a contact?
4	CSV export	Download the user list as CSV.
5	Search	Quickly search for users and contacts within the list.
6	Column configuration	Customize which columns you want to display.
7	Edit user	Edit the details of a user or a contact.
8	Delete user	Delete a user or a contact permanently from the list.

Add a new user

Caution

Be aware of the difference between users and contacts.

Prerequisites

You belong to a user group with access to the portfolio administration

Steps

On the PORTFOLIO LEVEL, select Administration.
In the appearing window, select the tab Users and then User list from the side menu.
Select New user. A window will appear.
- Fill in the mandatory fields.
- Enter optional user data, like job title or company, if desired.
- Select Continue.
The next page will appear.
- 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 also User groups.
- Assign a Theme to the user to determine how their viewport will look like.
- Select Continue.
The next page will appear. Here you can assign the systems the user can access. You can choose to do this via Team assignments or System assignment, or you can choose both options at the same time.
- Team assignment: Select a team with predefined system accesses from the dropdown menu.
- System assignment: Tick the check boxes for the systems the user can access.
Select Save. The new user is added to the user list.

Further actions

Select Edit to change the details, user group, or system access of a user.
Select Delete to delete a user permanently from your portfolio.

Add a new contact

Caution

Be aware of the difference between users and contacts.

Prerequisites

You belong to a user group with access to the portfolio administration.

Steps

On the PORTFOLIO LEVEL, select Administration.
In the appearing window, select the tab Users and then User list from the side menu.
Select New contact. A window will appear.
- Fill in the mandatory fields.
- Enter optional user data, like job title or company, if desired.
Select Save. The new contact is added to the user list.

Further actions

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