Users are individuals who have access to the internal side of your CommunitySuite site via a user account. Generally speaking, employees, board members, interns, volunteers, or auditors could be users. Anyone who needs access to the system must have a user account created for them by your system administrator, and that account must also belong to a user group. User groups allow you to manage and configure permissions for users. User accounts and user groups work hand-in-hand to provide the most appropriate access to those who perform tasks in your CommunitySuite site.
User accounts must belong to at least one user group, so assigning user groups to user accounts after creating them is essential. User groups allow administrators to customize what users can see and access in their site. CommunitySuite comes with four default user groups; however, additional user groups can be created, each with customized permissions if needed.
Default User Groups
- Admin - Has access to everything in the system.
- This is the group that your Foundant Technologies user belongs to and must remain in order for Foundant to provide training and assistance to your organization.
- It is recommended that the Admin group remain as is without any modification of permissions.
- Accounting - Has access to everything except creating new users, setting passwords, or altering permissions for Users or User Groups.
- Audit - Has read-only access to everything. This is designed for an external auditor, someone who might need read-only access for your annual audit.
- Staff - Has access to most items. This group has read-only access to users, bank reconcile, payment processors, accounts payable, and checks and accounts.
After user groups have been setup, users can be added to your site. Users are people responsible for completing designated tasks within CommunitySuite. Once users have been established in the system, their accounts can be edited or made inactive in the event they no longer requires access. CommunitySuite supports two factor authentication if administrators want to add that layer of security to user login. Users and User Accounts provides guidance.
Sometimes users get locked out of their accounts because they have either forgotten their passwords or typed them incorrectly too many times. When this happens, an administrator will need to unlock the account.
If passwords have been forgotten, administrators can reset the password and then prompt a password change from the user upon next log in.
User activity is documented in CommunitySuite in the Login Log. Events are timestamped and include the user name and location of log in along with various other information.