Managing Users
Navigate to Account Settings > Administration > User Information.
Only Administrators have access to this area.
Use this page to create and manage all Users within your Account (and Sub-Accounts, if applicable).
A User is an individual who has password-protected access to Certain. You can create as many Users as needed for each Account. Different User types exist to allow various levels of User access.
Setting up new Users
Go to Setup > Administration > User Information, and click Add New to create a new User.
Then enter the following information:
Name
Name is required.Enter the User's name.
ID (Email)
ID (Email) is required.This must be in a valid email format and must be unique in the Certain database.
The system accepts all valid email address formats, including those that contain special characters and punctuation.
Phone
Phone is required to be in a valid format.This includes the initial temporary password with details.
The email address for notifications is usually the same as the Login ID.
User Type
User Type is required.Select a User Type from the drop-down list.
Best Practice: When you add a new User, set the User Type to the one with the most access (the highest permission level) they will need for any of their Events.
- Administrator: Has access to all Events and Administration areas.
Able to add/edit/delete Users, e-commerce accounts for credit card processing, Custom Event Questions, Custom Profile Questions, and User Roles.
- Event Builder: Has access to all Events.
Able to create Events from scratch or from Templates, copy Events, add/edit/delete permission for Events, and access all Registrations and Reports.
This does not have access to the Administration area.
- Registration Support: Has access to Registration details and Reports.
Able to add/edit/delete Registrations.
This does not have access to add/edit/delete Event Setup information.
- Reports and Approval: Has access to Reports.
Able to run Reports and view Registration details, but not edit them.
Able to make changes to Registration Statuses or Properties via Mass Action from the Report Results window.
This does not have access to add/edit/delete Registration information.
- Reports Only: Has access to Reports.
Able to run Reports and export data to standard formats.
This does not have access to view Registration details or make changes to any Event information.
Account
Select the Account or Sub-Account(s) for the selected User.
Active
Active is a checkbox.This checkbox determines whether or not a User is currently active in the database.
By default, it is checked when a new User is created.
This feature allows a User's access to Certain to be revoked without actually deleting the User.
This allows audit information to be retained.
If an inactive User tries to log in, an error message displays: “Your Login ID has been inactivated. Contact your System Administrator or Customer Support for more information.”
Generate password and email to User
Generate password and email to User is an option.If this option is selected, an email is sent to the email address entered in the LoginID (Email) field when Save is clicked.
When viewing the details of an existing User, this checkbox is unchecked. By default, the box is checked and disabled when a new User is created. The box is unchecked when the LoginID (Email) field is edited.
Event Visibility (Optional)
Event Visibility is optional.- View all events (Account Name and Sub-Account(s)): The User has access to all Events in the currently selected Account.
The User also has access to any Sub-Accounts.
This is the default setting.
- View only events for which User is assigned a role (Role-Based User): The User is able to access only those Events for which the User is assigned a Role.
The assignment is on the Event Setup > Details page.
User Access (Optional)
User Access is optional.- Allow event template access: Allows Event Builder Users with this permission to set Events as Templates.
This permission also allows editing of Events that have been previously set up as Templates.
- Import registration data: Allows Users to import Registration information from an external file.
- Disable report results drill down: Restricts Users from drilling into individual records and viewing Registration data.
Roles Available to this User
Roles Available to this User is required.Select the Roles that are available to this User.
1. Select Role(s) from the All Available Rows column on the left. 2. Click the ->> button to move the selected item(s) to the Roles Available to this User column on the right.
History
History shows a list of history records for the last 90 days for the selected User.This section is shown once a User account has been created.
You can also download a one-year history of User access to a .csv file.
Save
Click Save to save the User information.
After the Save button is clicked, the new User will be sent an email containing an automatically-generated temporary password. When the User first attempts to log in with the temporary password, the User is immediately prompted to change it. Passwords must be at least seven characters long and contain both alphabetic and numeric characters. Special characters (! # $ & ) are recommended, but not required.
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- User Information
- Deactivating a User From An Account
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- My User Information
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