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  3. CommunitySuite - System Configuration

Create and Manage Users

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Users are individuals with access to the internal side of CommunitySuite. User accounts control which features and data each person can view and edit within the system. Each user has unique credentials and permissions that determine their system capabilities. Once created, users can be edited and made inactive. Users can be deleted if they have no records associated with them, but it is recommended to make users inactive, as this maintains transaction history.

Who: Administrators managing system access and organization staff who oversee user management and permissions.

When to Create and Manage Users

Create and manage users to: 

  • Add new user accounts when onboarding staff members, board members, interns, volunteers, or auditors.
  • Edit existing user permissions when roles change or access needs adjustment, and manage user group assignments to control data access. 
  • Delete or deactivate user accounts when staff depart, or access should be revoked.
  • Monitor user login activity and troubleshoot access issues such as locked accounts.

To create a user in CommunitySuite, search for an existing profile, assign the user designation, and add the user to a group.

  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. 
  3. On the profile record, click Make next to the User designation.
  4. Locate the row of buttons at the top of the record, and then click Edit.
  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 of access.   
    • If applicable, user networks can be assigned.
  6. Click the user's Profile ID.
  7. Click the Login Info tab.
  8. Locate the Login Information section, and then click Edit Login.
  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. Locate the Login Information section, and then click Set Password.
  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 with users.
    • Passwords can be changed upon initial login 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 Portal password.

The tutorial below provides step-by-step guidance on creating a user.

 

To edit user permissions in CommunitySuite, navigate to the user record and modify the applicable fields.

  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.
        user ID

         
  3. Locate the row of buttons at the top of the record, and then click Edit.
  4. Make any necessary edits, and then click Save.
    • Specific permissions are required to add users to the Admin group.
      save button
       
If the user's name needs to be edited, click their Profile ID to access their profile record.  User Profiles provides more information.

 

To delete a user account from CommunitySuite, locate the user record and remove it from the system. 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 maintains the history of transactions and removes the user's ability to log in to the system.

Any user with completed tasks cannot be deleted.
  1. Navigate to the Users page.
  2. Click the ID of the user to be deleted.
    user id
     
  3. Locate the row of buttons at the top of the record, and then click Delete.
    • If the user cannot be deleted, an error message will be displayed. Inactivate the user instead.
      unable to delete error message
       

To make a user inactive in CommunitySuite, locate the user record and disable their system access. Making a user inactive disables their access to CommunitySuite while retaining their user record and associated transactions. This feature is useful when employee turnover occurs.

  1. Navigate to the Users page.
  2. Click the ID of the user to be made inactive.
    user id
     
  3. Locate the row of buttons at the top of the record, and then click Make Inactive.
    • 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. 

Make an inactive account active again by clicking the user's ID and then clicking Make Active in the row of buttons at the top of the record.

 

To monitor user activity and access in CommunitySuite, use administrative tools to track login attempts, view the system as other users, and identify credential issues.

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.
  • This is accessible from a specific user's profile record. Click the Login Info tab, and then click Login As in the Login Information section.

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.
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