Create and Manage Member User Accounts

Background

The process below describes how to create and manage a member user account.

Process

1) Click Settings

2) Under Member click Users,

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3) Before adding a new User check that they do not currently exist by filtering/searching the grid data.

4) Add, edit User accounts using the icon buttons identified below.

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5) Fill in the User form.

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6) The first time a user account is created a confirmation email will be sent to the users email address provided. The user should check their inbox and junk mail for the email and click on the confirmation email link (see email example below).

The user cannot login until their email address is verified. Note that after confirmation of an email address, and the address is then modified the email address will need to re-confirmed following the same process.

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Pre-Requisite Requirements

Security Access

Licensing – users are to be licensed for the ORG module, this can be found under Settings then click User Licensing , set a billing account for the user. For more info see Knowledge Base Article -> User Licensing

Roles – users are to be assigned a user role for accessing the Billing Classification menu item. This can be found under Settings – System Security then click Assign User Roles . For more info see Knowledge Base Article -> Assign User Roles

Expenditure Types – are required prior to creating a users account for the time sheet module. This can be found under ORG – “Member” Contacts then click Expense Types. For more info see Knowledge Base Article -> Expenditure Types

Supervisors – are required prior to creating a users account for time sheet approvals. Supervisors are chosen from the internal user accounts. For more info see Knowledge Base Article -> Member – User Accounts

Profit Centres – are required prior to creating a users account for the time sheet module. This can be found under ORG – “Member” Contacts then click Profit Centre. For more info see Knowledge Base Article -> Profit Centre

Additional Information

Field Explanation

Field	Example Input	Characters	Field Restrictions
User Name	John.Fredrickson	Min 3 Max 150	Mandatory Alpha, Numeric and some special characters allowed. No Duplicates Allowed.
Change Contact Details	Check Box	Check Box	Non Mandatory Only required if changing contact for an existing user.
Name	John Fredrickson	Select List	Mandatory from contact register Multiple user accounts per contact allowed.
Change Password	Check Box	Check Box	Non Mandatory Only required if resetting a password for a user.
Password	P@ssword1!	Min 6 Max 100	Mandatory Alpha, Numeric and special characters allowed.
Email	John.Fredrickson@acmeresources.com		Mandatory Must comply with standard email conventions. Email confirmation is required for user account to go live.
Phone Number	+1 705 765 2342		Mandatory Numeric and “+” character allowed ie +61 7 3425 8762.
Expenditure Group	EBA December 2017	Select List	Mandatory From Expenditure Type register Required for Timesheets, if time sheets not required for user select a default value.
Profit Center	PC132 \| East Coast P&PM	Select List	Mandatory From Profit Centre register Required for Timesheets, if time sheets not required for user select a default value.
Supervisor	Geoff Knox	Select List	Mandatory From User register Required for Timesheet Approvals, if time sheets not required for user select a default value.
Locked Out	Check Box	Check Box	Non Mandatory Identifies if the account is locked from 10 incorrect password attempts OR account is made inactive.
In Active	Check Box	Check Box	Non Mandatory Users who have left the Member should have account’s made inactive to prevent access.
Force Password Reset	Check Box	Check Box	Non Mandatory Forces User to reset their password on next login attempt.
Email Confirmed	Check Box	Check Box	Managed by Extrack Application Visual identifier to display if email of user has been confirmed as valid.
Phone Number Confirmed	Check Box	Check Box	Managed by Extrack Application Visual identifier to display if phone number of user has been confirmed as valid.
Notes	Any notes required to explain account being locked out ie User left business 12/Aug/2016	Min 0 Max 500	Non Mandatory Alpha, Numeric and special characters allowed.