User Information

Access

A user is someone with password-protected access to the Certain platform.

You can create as many users as needed for each account.

Different user types allow various levels of access.

Add New

Create a new user for the current account, in the User Profile section described below.

Export users list

Export a list of all users in the current account (and its sub-accounts) to an Excel file.

Note: The export includes all users in and under the account you are in when going to this page, not the account you select in the Account filter.

You can always sort and filter in Excel.

What about GDPR?

If a user makes a "data subject" request under the General Data Protection Regulation (GDPR), refer to the GDPR Data Subject Requests Guide.

The article includes the steps to follow for View, Edit, and Delete ("forget me") requests.

User List

By default, the User List section shows all users in the current account and all its sub-accounts (and sub-sub-accounts, etc.).

Filter

To filter the users listed, enter values in any of these filter fields and click Search (or press Enter).

Name

Enter any part of a user's Full Name.

Not case-sensitive.

Example: entering " citi " could return "John Citizen" and "Citizen Smith".

Default: blank, returning all users.

Login ID

Enter any part of a user's Login ID (email).

Not case-sensitive.

Default: blank, returning all users.

Type

Select a user type.

Default: "ALL TYPES", returning all users.

Note: List includes only those user types applicable to users in the current account.

Account

Select an account.

The lists includes the current account and its sub-accounts.

Default: "ALL ACCOUNTS", returning users in the current account and its sub-accounts.

Active

Select "Active", "Inactive", or "ALL".

Default: "Active".

Phone

Enter any consecutive digits in a user's Phone number.

Example: entering "769" would return users with "555-321- 769 3" or " "555 769 4488"".

Default: blank, returning all users.

The list may be a multi-page list.

If there are more users than will fit on the page, two extra fields are displayed.

Show ___ entries

Select the number of users to be listed per page.

Use the Previous / 1 / 2 / 3 /... / Next buttons at the bottom of the page to navigate between pages.

Search

Type any part of anything to search on: Name, Login ID, etc.

The list updates dynamically as you type, returning only the matching results.

List

Lists users matching the filters above, with columns for Full Name, Login ID, Active, Type, and Account.

• Click a column name to re-sort data by that field.
• Click a column name again to reverse that order.
• Click the hyperlinked email address under Login ID to email that user (using your default email client).
• Click a record to view and edit its details.
• The User Profile section described below opens.

User Profile

Edit or add information in this section, which opens when you click Add New to add a user, or click a record in the User List to edit it.

• Name – Enter the User's name. (Required.)
• Login ID (Email) – (Required.)
• Must be in a valid email format.
• Must be unique in the Certain database.
• The system accepts all valid email address formats, including those that contain special characters and punctuation.
• Phone – (Must be a valid format.)
• Email – Enter the same email address that you entered for the Login ID.
• When editing a record, rather than adding one, a Send Email to User link is displayed.
• Click that to email the user, using your default email client.
• User Type – (Required.)
• Select a User Type from the drop-down list.

Administrator

Access to all events and to Account Settings areas.

Able to add/edit/delete users, e-commerce accounts for credit card processing, custom event questions, custom profile questions, user roles, etc.

Note: You can select the Restrict User Admin Access option below to prevent an Administrator user from being able to view, create or modify user records.

Caution: A Reports Only user type should be used only in one of these two situations: 1. When user information is appended to a report URL. 2. When user roles are set up, and Reports Only access is granted to a role-based user.

Event Builder

Access to all events, including creating events (from scratch or from templates), copying events, full add/edit/delete permission for events, access to all registrations and reports.

Event Builder does not have access to the Account Settings area.

Administrators administer sub-accounts, users, etc.

May only mark events as templates, or edit template events, if the Allow event template access option under User Access below is selected.

May copy any events if the Copy all events option under User Access below is selected.

If that option is cleared, they may only copy templates events.

Registration Support

Access to registration details and reports.

Able to add/edit/delete registrations.

Registration Support does not have access to add/edit/delete event-setup information.

Registration Support may also import registration agenda data if the Import registration data option under User Access below is selected.

Reports and Approval

Access to run reports, view registration details (but not edit them), and make changes to registration statuses or properties via “Mass Action” from the Report Results window.

Reports and Approval does not have access to add/edit/delete event-setup information.

Note: The "Approval" in this User Type's name is unrelated to the Qualification and Approval module, which it predates.

You might think of it as a "Reports Plus" user type.

Reports Only

Access to run reports and export data to standard formats.

Reports Only does not have access to view or edit registration or profile details, nor to change any event information.

> Caution: A Reports Only user type should be used only in one of these two situations: > 1. When user information is appended to a report URL. > 2. When user roles are set up, and Reports Only access is granted to a role-based user.

> Best Practice: When you add a new User, set their User Type to the one with the most access (that is, the highest permission level) they will need for any of their events.

• Account – Select the user's "home" account.
• That is the account they will log into.
• By default they will also be able to navigate to its sub-accounts, but you can restrict that.
• See the next option.
• Restrict sub-accounts access?
• If selected, a list of the account's sub-accounts is displayed.
• Select those which the user may access.
• Caution: If you remove a user's access to a sub-account and they are assigned to any user roles in that account then they will be removed from those roles.
• Active – If selected, the user is currently active in the database.
• By default, this option is selected when a new user is created.
• This enables you to revoke a user's access to Certain, without actually deleting the user (so that audit information can be retained).
• If an inactive User tries to login, they see this error message: “ Your Login ID has been inactivated. Contact your System Administrator or Customer Support for more information. ”
• Generate password and email to user.
• If selected, an email is sent to the Email address when you click Save.
• The email includes an auto-generated temporary password, which the user must change when they first log in.
• Passwords must be at least seven characters long.
• Passwords must contain both alphabetic and numeric characters.
• Special characters (! # $ & ) are recommended, but not required.
• When you are viewing the details of an existing user, this check box is clear, but you can choose to select it.
• When you are creating a new user or edit the Login ID (Email) field, this check box is selected and disabled (cannot be cleared).
• The user automatically gets a new password which they must change.
• API Access
• This check box is displayed only if the User Type selected above is Administrator or Event Builder.
• If selected, the user can access the 2.0 API.
• An extra check box is also displayed.
• Do not allow Admin side access
• If selected, the user cannot log in to the Certain application.
• They are restricted to API-use only.
• For developer documentation about using the API, see https://developer.certain.com/api2doc/

• Save
• Click to save changes to the user information.
• The User List section is then displayed.

Event Visibility

View All Events (<current account> and sub-accounts)

The user has access to all events in the currently selected account, as well as any of its 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 he or she is assigned a role (on the Event Setup > Details page).

Credit Card Access Permissions

For all new users, the Full CC Number Access options match the value of the corresponding option in the user’s Account.

If either option is turned on at the Account level, the corresponding check box is shown.

For all existing users, the Full CC Number Access options are selected.

Financial Module: Full CC Number Access

Accommodation Module: Full CC Number Access

If the Full cc Number Access options are turned off at the account level, this section is not shown.

User Types and Access Permission

Allow event template access

If selected for an Event Builder user, that user may mark events as templates.

That user may edit events that have been previously marked as templates.

Clearing this check box prevents the user from being able to accidentally edit an event template and thus affect all future events based on it.

Copy all events

If selected, the user may copy any events, not only templates.

May be selected or cleared for Event Builder users.

If cleared, the Copy icon is not shown to the user on the Event list.

This option is automatically selected (and may not be cleared for) Administrators.

Administrators may always copy any event.

Import registration data

If selected for a Registration Support user, that user may import registration agenda data via Registrations > Import.

Restrict Admin User Access

If selected for an Administrator user, that user is not able to view, create or modify user records.

This enables an account to have users with all the highest level permissions, apart from access to user records.

> Note: Available only when editing an Administrator user. > (Not before saving one you are adding, and not for any other use type.)

Disable Report Results Drill Down

If selected, when the user runs a report they cannot drill down into records in the Report Results Window to see attendee details.

The user can still run mass actions.

Roles Available to this User

A user "role" in Certain is a job description with specific permissions, set up by an administrator in Account Settings > Management > Roles.

If you make a role available to a user here, then it can be assigned to them in an event.

The role assignment occurs in Event Setup > Detail > Role Assignments.

This section includes two lists.

• All Available Roles – A list of the custom roles defined for the account.
• Roles Available to this User – Roles already made available to this user.

Click the - » button to move a role into the list of available roles for the user.

Note: A role cannot be made available to a user if it has an access level higher than that of the user's User Type.

If it does have a higher level, you are prompted to either remove the Role or increase the User Type.

Login History

The user's login history for the last 90 days, with these columns:

• Start – The date/time the session was started
• Last Hit – The date/time of last page hit
• # of Hits – The total number of page hits
• Remote IP Address – The IP address from which the page requests came
• Browser – The user's browser type
• Last URL – The last URL that was requested

Download

• Download 1 year history (CSV file) – Click to download the complete history for a user (one year of session information) to a CSV file.

Certain deletes the user session records after one year.

Shows up to 25 records.

Click Next to view the next 25.