How to Manage Job Roles and Users

Key Takeaways

• Tasks are assigned to job roles rather than individuals, allowing any qualified staff member assigned to that role to complete the necessary work even if a specific person is absent.
• Job roles are established within the Job Roles Data Sources section, and individual users can be associated with multiple roles depending on their responsibilities.
   
• When onboarding a new team, user profiles are created by entering a name, email, and associated roles.
• For security and simplicity, administrators assign a temporary complex password, but the final account activation is handled by the user through the "forgot password" function.
• For offboarding, the system distinguishes between disabling an account—which prevents login during extended leave—and deleting a user, which removes them from the active system while preserving their name in historical submission data

"How-To" Guide: User Management Basics

1. Navigate to the User Management section in the left-hand menu.
2. Select the option to create a new user profile.
3. Enter the staff member's Name and Email Address.
4. Select all Job Roles that apply to this individual.
5. Enter a complex, random password to finalize the profile creation.

1. Once the profile is created, instruct the staff member to go to the login screen.
2. Have them click the "Forgot Password" function.
3. The user will follow the prompts to set their own private password and activate their account.

• For Extended Leave: Select the Disable option. This keeps the account settings intact but prevents the user from logging in.
• For Permanent Removal: Select the Delete option. This removes the user from the system entirely. Note that their name will remain attached to all historic submission data for audit purposes