Articles in this section

  • Create a User

    Follow the steps below to create a new user in your site. A user is an individual who will have access to the internal side of your CSuite site (e.g. an employee, board member, intern, etc.). 

    1. From the Home page, click Users.
    2. Click Create.createuser_2.png
    3. Enter the user's information.createuser_3.png 
      • Name: It's recommended that you enter their first and last name in this field.
      • Login: This can be any combination of letters and numbers. It's recommended that you use the individual's foundation email address, as this will likely be unique. 
      • Password: Once you've created the user, you can require that they change this password as soon as they log in.
      • Email: Enter the individual's email address.
    4. Click Create.createuser_4.png
    5. This user has now been added to your site, but they cannot log in until you add them to at least one group. You can do so by editing the user.createuser_5.png
    6. If you would like to require the user to reset their password the next time they log in, click Password Change.createuser_6.png
  • Users & Groups

    Users are the people who have access to the back-end of your CommunitySuite system. Generally, an employee, a board member, an intern, a volunteer - are all users. Anyone who needs access to the system must have a user account created for them.

    How It Works

    Your system adminstrator will need to create User accounts for each person at your foundation that will be using CommunitySuite. Once added, you'll need to assign each user to at least one Group. Groups allow you to manage and configure permissions for your staff. CommunitySuite comes with four default users groups:

    • Admin - has access to everything in the system.
    • 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. Designed for an external auditor - for example, you can create a user with read-only access for your annual audit.
    • Staff - has access to most items. Read-only access to users, bank reconcile, payment processors, accounts payable, checks and accounts.

    Additional user groups can be created to further segment and manage your staff.


    • Login Log - view real-time information, and historical data, related to each user login attempt.
    • Map - view a geographic map of where each login took place.
    • Set Password - Sets a users password
    • Password Change - Marks that a user needs to change their password on their next login
    • Log - Displays a log of the activity within the user page
    • Login - The user's login information
    • Login As - Allows an administrator to log in as a user. This can be disabled for certain users through the permissions on the user page. 
    • Make Inactive - Makes a user inactive and disables their capability to login
  • Set User Passwords

    Change a user's password, or prompt them to create a new password.

    Strong passwords are crucial to the security of your Foundation. For more information about security and passwords, check out this blog from Cory Brester (Foundant's Director of CRM & Information Systems). 

    1. Select the ID of the user who's password you want to change.passwords_1.png

    2. Click Set Password.passwords_2.png

    3. Enter a New Password, (and if applicable) prompt the user to create a new password during their next login attempt by checking Temporary, then click Save.passwords_3.png

      Password Requirements can be configured from your System Data -> Password Policy.

    4. If you decided to make the password temporary, a banner will display- indicating that the user must change their password during their next login attempt.passwords_4.png

      This requirement can be removed by clicking Clear PW Change.

  • 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 there's employee turnover.

    1. Select Users from the home page.

    2. Select the user ID of the user that you want to delete.

    3. Select Make Inactive.


    • To reactivate a user, click Make Active.
  • Locked Out*

    Users will be locked out of the system after five (5) tries if they do not type the correct password. They will get a warning on the login page, and, if they have an email on their record, they will also get an email. 

    The email subject says "Account locked out" and the email states;

    "Your account on was locked out after too many bad password attempts. You will need someone to unlock your account."

    To unlock the User account:

    • An Admin User at the foundation will need to login to the system
    • From the Home page, find Users in the Core column
    • Choose Users
    • Select the hyperlinked User ID number (eg. 1007)
    • In the User data, you will see Yes next to Locked Out
    • Choose the red Unlock from the left side of  your screen to unlock the User account

    • Now the User can try their password again if they know it 
    • If the User cannot remember their password you can choose Password Change (the User will need to change their password on the next login) or you can re-set it for them by choosing Set Password (you pick the password) from the left side of the screen.
  • Log in as Another User

    Test permissions and changes to user accounts by logging in as another user.

    Access to this feature is controlled by permissions. Please speak with your system administrator if you do not have access, but believe that you should.

    1. Select Users from the Home page.

    2. Select a user's ID.

    3. Click Login As.

    4. You'll now see the user's name in the upper-right corner of the screen; indicating that you're logged in as that user.

    5. To revert to your own account, you'll need to click Logout, and log back into CommunitySuite with your own username and password.

  • Track Login History

    View real-time information, and historical data, related to each user login attempt.

    1. Select Users from the Home page.
    2. Select Login Log.
    3. The Login Log will display the following information:


      • Timestamp - the time in which a user attempts to log into the system
      • User - the name of the user who logged in
      • IP Addr - IP Address
      • Login - if the user successfully logged in
      • 2Factor - if the user who attempted to login has two-factor authentication
      • Logout - if the user logged out
      • Lockedout - if the user was locked out of the system due to too many login attempts
      • Error Msg - error message that was displayed to the user, such as Invalid Password, or Expired Password
      • Proxy - proxy login by an employee of Foundant Technologies
      • Proxy Who - name of the Foundant Technologies employee who accessed your site
      • Region - the state where the user was located at the time of login
      • Country - the country where the user was located at the time of login
      • ISP - internet service provider
      • Lat - latitude
      • Long - longitude
  • Delete a User
    You must remove all records (tasks, opportunities, etc.) associated with a user before they can be deleted. If there are multiple records associated with a user, consider deactivating the user instead of deleting the account. 
    1. Click Users from the Home page.

    2. On the Users page, click on the ID of the user you want to delete.

    3. Click Delete.DeleteUsers3.png

    4. Click Yes to delete the user.
    If you receive an error message, this means that the user has tasks assigned to them. Reassign any tasks that are associated with the user, and make the user inactive.
  • Edit a User

    Edit user account information and add users to groups.

    1. From the Users page, click the user's ID.

    2. Click Edit.
      • If you need to edit the user's name or email address, click their Profile ID to access their profile record, then edit fields as needed on that page (see this article for these steps and more information on User Profiles). 

    3. Edit the user's Login, and check the box next to LockParams if you want to disable the user's ability to edit their account.

    4. Check the box next to each user group that the user should be added to.

      Users cannot login to the system unless they've been added to a group.

      Users can be added to multiple groups, however, privileges will be applied from the group with the highest level of access. For example, if a user was listed in both the Admin, and Staff user groups, they would have full access to the system- even if the Staff group is limited in certain areas.

    5. Click Save. 
    6. Click List to return to the Users page.