Users and User Accounts

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 all be users. Once created, user accounts can be edited and made inactive. Users can rarely be deleted.

Create a User

1. Navigate to the Users page and click Create in the left-side menu.
2. Enter the applicable information and click Create.
   • Name - This is the name displayed on the user's profile. It is recommended to use first and last names.
   • Login - This can be any combination of letters and numbers; however, logins need to be unique so it's recommended that you use the individual's foundation email address as the login (username).
   • Password - Set a password so the user can log in. Once you have created the user, you can require that users change their passwords as soon as they log in the first time or any time afterwards.
     • In the instance that a fund advisor is also a user in the system, then the CommunitySuite user password will override the fund advisor portal password, so using the user password on the fund advisor portal is recommended.
   • Email - Enter the user's email address. This address will be sent notifications such as password resets, etc. so it must be accessible.
     
     
     
     • The user has now been added to your site, and the details of the user account appear in the user section.
3. Click Edit in the left-side menu to add the user to a group.
4. Check the box next to the User Group you want to assign to the user and click Save.
   • Users must be assigned to a group to view information in the system.
   • Multiple User Groups can be assigned; however, permissions will be applied from the group with the highest level access.   
   • User Networks, if applicable, can be assigned.

Edit a User

1. Navigate to the Users page and click the ID of the user you want to edit.
   
   
   
2. Click Edit in the left-side menu to make changes to the login information.
3. Details of the user account now show. Edit applicable information and click Save.
   • Login (username) can be edited, but unique logins are required. 
   • "Yes" in the Locked Out field indicates the user account has been locked and the user cannot log in. 
     • This often occurs when users forget their passwords and have too many unsuccessful attempts to log in. A system administrator will need to unlock the account. Resetting their passwords after unlocking the account is helpful if the user has forgotten it.
   • Check Lock Params to disable a user's ability to edit their own account.
   • Check/Uncheck User Groups and User Networks as needed.
     

Delete a User

You must remove all records associated with the user before they can be deleted from the system. Consider deactivating the user instead of deleting the account as this will maintain the history of transactions and will also remove the user's ability to log in to the system. 

1. Navigate to the Users page and click the ID of the user you want to delete.
   
   
   
2. Click Delete in the left-side menu.
   • You will see an error message if the user cannot be deleted. Inactivate the user instead.
     
     
     
3. Click [Yes] to confirm.
   

Make a User Inactive

Make a user inactive to disable their access to CommunitySuite while retaining their user record and associated transactions. This feature can be useful when employee turnover occurs.

1. Navigate to the Users page and click the ID of the user you want to make inactive.
   
   
   
2. Click Make Inactive in the left-side menu.
   • An "Inactive user account" notice appears on the user account.
   • The inactive user will no longer appear in the list of Users.
     • Click List All on the left-side menu when on the users page to view all users. An Expired date column appears. This is the date the account was inactivated. 

Additional User Options

Other user options are located in the left-side menu of the user screen.

• Set Password - Sets a user's password. Password requirements are also listed on this page.
• Password Change - Forces a password change on the next login.
• Log - Displays a list of activity within the user page.
• Login As - Allows an administrator to log in as a user, which can be helpful when defining permissions and confirming what can be seen for specific users. This can be disabled for certain users through the permissions on the user page. 
  • When logged in as another user, that user's name will appear in the upper right corner of the screen.
• Add Note - Add a dated note to the user account.
• Attach File - Add a file to the user account.
• Login Log - View real-time and historical information related to each user login attempt.
• Permission - Modify group access and customize specific permissions in the system.