Managing Users

This article will walk you through how to manage users on your system.

TABLE OF CONTENTS

• Verifying Users (Maintaining their system access)
• Resetting User Passwords
• Changing who manages / verifies users on the system
• Removing Users from the system

Verifying Users (Maintaining their system access)

What is "Verifying"?

In order to maintain the security of the system, a system policy requires that users be "verified" every 3 months to ensure they still require access to the system. This is an additional measure to ensure unauthorised access is prevented. During the user setup process, there is a mandatory field to choose who will verify that user moving forwards. The options in this dropdown depend on who has been setup as a "verifier" of other users, as per the image below.

Any user setup to "Verify Other User Accounts" can verify any user on the system - not just those they are responsible for. This prevents users getting locked out at an inconvenient time such as when their manager is on annual leave.

Verifying users can be done via the "My Users" page for seeing all your users to verify in a single convenient place. 

To verify users via the "My Users" page, follow the below steps:

1. Click "Settings".
2. Click "My Users".
3. Find the user(s) you'd like to verify and click verify.

Did you know: The background of users who are locked out of the system due to not being verified, is displayed in a light pink colour.

Note: You can also access the "My Users" page for other verifiers - useful for when they are out of the office. To do this:

1. Click Settings
2. Click Users
3. Click "Edit" against the verifier user that you would like to verify the users of
4. Click "Verify their users"
5. Verify whichever users as required

Resetting User Passwords

Should a user forget their password, or enter an incorrect password too many times, you can reset their password for them by following the below steps:

1. Click "Settings".
2. Click "Users".
3. Click "Edit" on the user requiring a reset.
4. Click the "Reset Password" icon (see below). A prompt will appear asking you to confirm the reset request is a genuine one. 

Changing who manages / verifies users on the system

Should a user who normally verifies other users be unavailable permanently, you can transfer all users assigned to that verifier to someone else. To do this follow the below steps:

1. Click "Settings".
2. Click "Users".
3. Click "Edit" against the verifier user that you would like to transfer the users of.
4. Click the "Migrate Users" button (see below). A prompt will appear asking you to choose and save the new verifier for the applicable users. 
    

Removing Users from the system

It is good practice to remove users that have left their job from the system. To do this, follow the below steps:

1. Click "Settings" then click "Users".
2. Click "Delete" next to the user you wish to remove.
3. Select "Yes" in the pop up box. 
4. The user will now show "(deleted)" next to their name and they'll be a reinstate button, should you need it. 
5. If you click "Show Removed Users" at the top of the page, it will provide a list of all the users that have been removed from the system in the past and an option to "Reinstate" them.