Users and User Designations

1. Navigate to the Users page and click Create in the left-side menu.
2. Search for the profile that will be made a user. 
   • If a profile does not exist, create the profile.
     
     
3. Click [Make] next to the User designation.
   
   
   
4. Click Edit in the left-side menu.
5. Check the User Group boxes to add the user to the group, and then 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.   
   • If applicable, user networks can be assigned.
     
     
6. Click the user's Profile ID.
   
   
7. Click the Login Info tab.
   
   
8. Click Edit Login in the left-side menu.
9. Enter the login (username) information, and then click Save.
   • This can be any combination of letters and numbers; however, logins need to be unique. 
     • It is recommended that the user's organization email address be used as the login (username).
       
       
       
10. Click Set Password in the left-side menu.
11. Enter the New Password, and then click Save.
    • If this is a temporary password that must be changed, check the box. 
    • It is recommended that users change their passwords when they log in for the first time.
    • Passwords are not automatically shared with users. Initial, or temporary, passwords must be shared directly by admins to users.
    • Passwords can be changed upon initial log in 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.
      
      

1. Navigate to the Users page.
2. Click the ID of the user to be edited.
   • "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.
       
       
       
3. Click Edit in the left-side menu.
4. Make any necessary edits, and then click Save.
   • Specific permissions are required to add users to the Admin group.
     

All records associated with the user must be removed before users can be deleted from the system. Consider inactivating 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.
2. Click the ID of the user to be deleted.
   
   
   
3. Click Delete in the left-side menu.
   • If the user cannot be deleted, an error message will be displayed. Inactivate the user instead.
     
     
     
4. Click [Yes] to confirm.
   
   
   

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.
2. Click the ID of the user to be made inactive.
   
   
   
3. 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 in 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. 

• Login As - Allows an administrator to login 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.
  • This is accessible from a specific user's profile record. Click the Login Info tab, and then click Login As in the left-side menu.
• Login Log - View real-time and historical information related to each user login attempt.
  • This is accessible from the Users page.
• Login Duplicates - If any duplicate logins exist, they are displayed.  
  • This is accessible from the Users page.