Manage Users/Contacts is a user console where a System Administrator can invite and maintain users for their organization. Users are the members of the organization who maintain the system and interact with New Hires. From Manage Users/Contacts page, System Administrators can do a variety of things like add new users, modify existing users, or reset passwords.
Who can access Manage Users/Contacts page?
System Administrators are the only users authorized to access Manage Users/Contacts page.
How do you access Manage Users/Contacts page?
To access Manage Users/Contacts page, click on the menu icon and select "Manage Users/Contacts" under Users/Contacts or click on "Manage Users/Contacts" on the Quick links bar.
What are the contents of Manage User/Contacts page?
The Manage Users/Contacts page contains the Quick Filter and the users details. The actions that can be performed related to a user is based on the user invitation status.
| Manage Users/Contacts Page |
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The tables below explain each of the functions of the Manage Users/Contacts console.
| Fields | Behavior |
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| Quick Filter | - Enter a search string to filter the users on the page
- Users which have the search string value in any field are shown
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| Add New User/Contact | - Click on this button to access 'Invite/Edit User' page to invite a new user
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| Rows per page | - Choices are 10, 25, 50 or 100
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Quick Filter is a way to quickly find a specific user or to get a list of users matching specific criteria.
Entering the user name or contact ID will present the corresponding user details with that name.
Entering a user role will present all users/contacts with that specific role.
Use this button if you want to invite a new user. Clicking on this button will open the "Invite/Edit User" page where the user details can be entered.
For more details on adding a new user/contact, please click here.
Invite/Edit User page:
The users are listed in grids with the following information.
Fields | Behavior |
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Name | - Clicking the link takes you to the invitation page, where you can modify an existing user
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| Contact ID | - Unique ID generated for each user
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Role(s) | - Role or Roles the user has been assigned for each product
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Email Address | |
| System User | - If checked, the user can perform business activities in the system
- If unchecked, the user is just a contact with no access to the system
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Onboarding Status | - Invitation Created - the user's invitation has been created, but not launched
- Invitation Launched - the user's invitation has been launched (email sent to the user) but the user has not completed their onboarding
- Invitation In Progress - The user has completed few activities but not finished their onboarding
- Invitation Completed - the user has completed their onboarding
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| Account Locked | - Checked means the user account has been locked and the user cannot login
- Unchecked means the account is not locked
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| User ID | - User ID created by the user during self registration
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Different actions are available based on the invitation status. For more details on these actions, please click here.
| Invitation Status | |
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Invitation Created | - Invite - Launch the onboarding invitation
- Assign New Role - Add, change, or remove a Role for the user
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Invitation Launched | - Resend Registration - Resend an invitation to the user
- The Re-launched email is sent if the user has not completed their self registration. After re-launch the link from the previous invitation email is no longer valid.
- The Resend email is sent if the user has completed their self registration.
- Reset e-PIN - Sends a reset e-PIN email to the user. The user can follow the instructions in the email to set a new e-PIN. (This option shows up in actions only if e-PIN is enabled in Authentication Preferences.)
- Assign New Role - Add, change, or remove a Role for the user
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| Invitation In Progress | - Reset Password - Sends a reset Password email to the user. The user can follow the instructions in the email to set a new password.
- Reset e-PIN - Sends a reset e-PIN email to the user. The user can follow the instructions in the email to set a new e-PIN. (This option shows up in actions only if e-PIN is enabled in Authentication Preferences.)
- Account Lock/Unlock - Locks or Unlocks the user's account. The user cannot log in if their account is locked.
- Assign New Role - Add, change, or remove a Role for the user
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Invitation Completed | - Reset Password - Sends a reset Password email to the user. The user can follow the instructions in the email to set a new password.
- Reset e-PIN - Sends a reset e-PIN email to the user. The user can follow the instructions in the email to set a new e-PIN. (This option shows up in actions only if e-PIN is enabled in Authentication Preferences.)
- Account Lock/Unlock - Locks or Unlocks the user's account. The user cannot log in if their account is locked.
- Assign New Role - Add, change, or remove a Role for the user
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The list of users/contacts in Manage Users/Contacts are displayed in pages with each page containing 10 rows by default. The rows displaying per page can be altered by selecting a different value in "Rows per page" drop-down.
To navigate through the pages, you can
- use "Previous" and "Next" buttons
- click on the page number (if visible) or select the page in the drop-down and click on "Go"
