Users

Users are unique people or systems that you let log into Administrate. Users need to have a level of access to the application, through the use of permissions, which you can set through User Roles. As a User of Administrate, you can also configure your Homepage, the screen you see once you log in, with Gadgets.

Note:
One User equates to one person or system. Sharing a User’s login credentials between more than one person is prohibited. This introduces data integrity issues, particularly where information relating to that User is logged, e.g. if the system reports back the user, “John Smith” last edited an Account, the reality is that could be any number of people who had “John Smith's user credentials.

There are two kinds of Users:

• Core
• Web

Billing

When you subscribe to Administrate, you subscribe to a number of users. You can increase or decrease the number of users each month, and your subscription will be updated accordingly. These changes will be reflected on the following month’s invoice, pro rata. e.g., if you add a regular User on 10 November, you’ll be invoiced for 20 days pro rata in December.

Suspended Users don’t count towards your subscription, but are maintained for historical and audit purposes.

Special Roles

You can give Users a Special Role of Super User and/or Super Company Member

In addition to the Roles that you can create, there are two pre-set specialized Roles, Super User and Super Company Member: you can’t replicate these Roles using permissions (i.e. even if you check all the permissions available, they won’t have the same abilities as these Roles). You can assign these Special Roles to your Users in the Users screen.

Super User

The Super User is granted all Administrate permissions. If you operate multiple Companies within Administrate, a Super User can access data from all Companies.

Because the Control Panel is for Super Users only, the management of Roles and Users (amongst other Control Panel settings), e.g. the creation and suspension of them, is only achievable through this Special Role.

Super Company User

For Enterprise Plan customers, you may operate multiple Companies within Administrate. Each normal User will only be able to view their permissible data and access their permissible functions relating to the Company set up in their details, and not to other Companies.

For any Users that need to view data from all operating Companies a Super User can grant them Super Company User status. It does not mean this user will become Super User (they won't be able to access the Control Panel), but their current permissions for their Company will be upgraded to allow these permissions across all Companies.

If you need Users to view and/or edit data from other Companies, but not all of them, then please see Sharing Agreements.

Optionally, you can also restrict access to Accounts, Contacts, Courses, and Event Workflows through the Permissions in the Control Panel.

Core Users

Core Users are those who log in to, and use, the Administrate application.

Add a Core User

Please ensure that you have a Contact marked as Staff for the Account (which is linked to your Company).

1. Click on the Core Users tab (if you’re not already in it).
2. Click +Add Core User.
3. Enter the relevant details for this User, ensuring the correct Company and Contact are selected.
4. Select the appropriate Role(s), including any Special Roles, that apply to this User.
5. Click Save.

Now you can securely provide the password to your new user, or they can click on the “Forgot Password” link on the login page and follow the instructions to reset their password, so they can log into Administrate.

Users can always change their password or update personalized settings by clicking on the user icon on the upper right-hand side of the menu bar, then clicking “Settings”.

Edit a Core User

1. Click on the User’s row that you wish to edit.
2. Make your desired changes.
3. Click Save.

Suspend a Core User

Because there is history attached to Users, for example, which parts of the system they have used and edited, it’s not possible to delete them completely from Administrate. You can suspend them, which:

• prevents them logging into Administrate;
• prevents them from being used to perform actions;
• hides them from the functional view of the application.

To suspend them:

1. Click on the User’s row that you wish to suspend.
2. Change the Suspended field to Yes.
3. Click Save.

Preview each Role Permission’s function and use Toggle All to make quick group selections.

Web Users

Web Users are used to link your website to Administrate so that it can display your upcoming Events and take online bookings. The three methods of Administrate website integration are WebLink, WordPress Plugin, and REST API: each of these requires a Web User to be set up, and the credentials to be passed on to your web developer.

Add a Web User

1. Click on the WEB Users tab (if you’re not already in it).
2. Click +Add WEB User.
3. In Product, select the web integration method.
4. Enter the other details as appropriate.
5. Click Save.

Note

API users can access all data and therefore no permissions are required. Please use the filters provided to access a subset of data via the API.

Gadgets

When you log into Administrate with your User credentials, you will be greeted with a Homepage. What is displayed, and where it is displayed, is determined through the Gadgets tab on your User Page.

Each User is able to configure their own Homepage without a Super User. There are other ways to get to this page:

• In your User icon (top black menu bar, far-right icon), select Settings → Gadgets.
• From your Homepage, click Customize Homepage → Gadgets.

There are three sections in which you can drop and drag your gadgets, thus determining what is being shown and where:

• Left Column: Displays the Gadget on the left side of the Homepage
• Right Column: Displays the Gadget on the right side of the Homepage
• Disabled: Doesn’t display the Gadget on the Homepage

Remember to save your changes.