User Policy Management: Adding Members

Adding members

Users can be added to a User Policy by using the Add or Import option.

1. Click Admin in the navigation bar at the top of the screen and select User Policy Management from the drop down menu.



2. Use the search box to find a user policy. The results of the search will be displayed on the screen.

The system will return results for any user policy which contains the text entered in the search box.

3. Click on the User Policy to edit.

Adding members via Add

1. Select Add.





Users can only be assigned to one policy. To check a specific user’s policy; navigate to AdminUser Management, search for the user in question, you will see the user policy details within directory properties. Here will show what policy the user is part of (if any).

2. Use the search box or Column Picker to search for the user you would like to add to the policy.




If the user has not accepted Acceptable User Policy, user account will not be found. User must accept AUP first then the user can be added to the policy.

3. Tick the box to the left of the user’s name and click Select to finish adding the user to the policy.



Handy Hint

To add members, you can use the same search criteria that is used throughout the NHSmail Portal to look up users. This includes their name or email address.

Adding members via Import

First download the MembersListSample.csv file and add the email address of the users in the Email address column before uploading the new CSV file.

Follow the  steps below to download the CSV file:

1. Click on Import.




2. Click on MembersListSample.csv to download the sample file.




Note: The format of the CSV file is a single column with ‘Email Address’ as the header row.

3.Add the email address for each user to the MembersListSample.csv and save the file to your computer.

4. Click on Browse.


5. When you have found the CSV file, select the file and click Open.



6. Click on Upload.




A message will be displayed to notify successful upload.




7. Select a License Type from the drop-down menu.




8. Select the Applications these users will have access to. Note Office Online can only be enabled when SharePoint online is enabled.



9. Once complete, select Create to finish setting up your new user policy. It will then be added to the User Policy List.


Note: For any queries about licence allocation, etc. please contact

Additional Information

  • Users can only be assigned to one policy.
  • You can transfer a user between policies. This is done by adding the user to a new policy (they will be removed and allocated in the background).
  • Local Administrators can only manage user policies for the users to whom they have the relevant permissions in place.
  • If an organisation is already enabled on Office 365, with a licence assigned to an existing user policy, adding new users to this policy automatically assigns the same applied licence settings to users.
  • If your user policy contains settings for Office 365, you will only be able to add members to it if there are enough licences to assign to them. For example, if there are 20 licences you will only be able to add 20 users.
  • User policy names are automatically prefixed with the Organisational Data Service (ODS) code of the organisation the user policy belongs to.
  • Members can be added/removed by O365 Licence Admin

Last Reviewed Date 9/11/2021
Updated on 28/06/2022

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