User Information

Access and Overview

• 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: 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.
• 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

Overview

• 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".
• ID – Enter any part of a user's 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 include 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 "555-321-7693" or "5557694488". Default: blank, returning all users.

List Behavior

• 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.
• Previous / 1 / 2 / 3 / ... / Next – Navigate between pages.
• The list updates dynamically as you type, returning only the matching results.
• List: Lists users matching the filters above, with columns for Full Name, ID, Active, Type, and Account.
• Click a column name to re-sort data by that field. Click it again to reverse that order.
• Click the hyperlinked email address under 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, 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 – (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.
• 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. Does not have access to the Account Settings area.
• Registration Support – Access to registration details and reports. Able to add/edit/delete registrations. Does not have access to add/edit/delete event-setup information.
• 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. Note: The "Approval" in this User Type's name is unrelated to the Qualification and Approval module.
• Reports Only – Access to run reports and export data to standard formats. Note: This type should be used only in one of two situations described in the article.

• 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.
• Restrict sub-accounts access? If selected, a list of the account's sub-accounts is displayed; select those which the user may access.
• Active – If selected, the user is currently active in the database. By default, this option is selected when a new user is created.
• 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, and 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 editing the Login ID (Email) field, this check box is selected and disabled (cannot be cleared); that is, 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, and this 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.
• 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.

• 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.

• User Types and Access Permission
• Allow event template access – If selected for an Event Builder user, that user may mark events as templates and may edit events that have been previously marked as templates.
• 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, so an Administrator 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.
• Note: Available only when editing an Administrator user.
• 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, but 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 (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 arrow 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.

• History
• The user's 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.

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• Related articles
• Assigning User Types
• Role Details
• Creating User Accounts
• My User Information
• Using Event Templates

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