A System Administrator can manage user accounts using Manage Users/Contacts.  

Why does a System Administrator need to manage user accounts?

System Administrator need to manage user accounts in order to perform the following actions:

• Invite
• Resend Registration
• Assign New Role
• Reset Password
• Reset e-PIN
• Account Lock
• Account Unlock

How does a System Administrator access the actions for a user?

The System Administrator uses the Manage Users/Contacts page to access the actions for a user. 

To navigate to the 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.

This displays the Manage Users/Contacts page as shown below. For any user, click on the "Actions" link.  

Another option to access user related actions is via Keyword Search "Contact Search" Category. Similar to Manage Users/Contacts, the actions that are presented in Contact Search is dependent on the status of the user's invitation.

How do you invite a user via Manage Users/Contacts actions?

A user can be invited when their invitation is created initially via Invite/Edit user page.  Please refer to Add a New User/Contact page for more details.

If the invitation is created and saved, but not launched, the invitation can also be sent using "Actions" from the Manage Users/Contacts page.  Click the "Actions" link, then select "Invite" from the drop down list. 

Note: This "Invite" option is available for the invitations only if they are not launched. 

When the "Invite" option is selected, an email will be sent to the user with an onboarding link for the Smart Onboarding or Smart I-9 account registration.

Click on 'Yes' to confirm the action.

The following message confirms an email invitation has been sent to the user.

The email sent to the user looks like below. By clicking on "Smart Onboarding" link the user can self register and start their onboarding process. For more details, please click here.

After the invitation is sent, the status of the invitation on Manage Users/Contacts will be changed to "Invitation Launched" and the "Invite" option will no longer be available under the "Actions" link.

The option to "Resend Registration" will be accessible in the actions menu in case that the user fails to register for a Smart Onboarding account, allowing for the invitation to be sent again.

Another way to invite a user is through keyword Search "Contact Search" category actions. For more details, please click here.

Note: User invitations created and saved with only "Authorized Representative" role cannot be launched via Manage Users/Contacts actions. 

If the "Invite" action is used to launch invitation from the "Actions" link, the page will show the following error message for such invitations.

Click "Yes" on the confirmation message.

The error message displayed will be as shown below:

How do you resend the registration email to a user?

If a user has received an invitation but has not completed their self-registration by responding to the invitation email, the System Administrator can resend the invitation.

Navigate to the "Actions" link and choose "Resend Registration" from the drop-down menu. This will send the welcome email to the user again. Please note that the invitation must have already been initiated to resend the registration.

Click "Yes" on the confirmation message.

The following message confirms an email invitation has been sent to the user.

A sample email sent to the user is given below:

Another option to resend user invitation is through Keyword Search "Contact Search" category actions. For more details, please click here. 

Note: If the user is an Authorized Representative who has been invited when assigning the I-9 activity from Section 2 or 3, the invitation can be re-sent from Manage Users/Contacts if they have not yet self registered. For more details on inviting the Authorized Representatives from I-9 Section 2/3, please click here.

Click "Yes" to continue.

The following message confirms an email invitation has been sent to the user.

A sample email notification sent to the user is as given below:

How do you assign a new role to the user?

If you want to assign a new role to a user, you can do this by selecting the "Assign New Role" action.  Click the "Actions" link, then select "Assign New Role" from the drop down list. 

 The Invite/Edit User page is presented, allowing the System Administrator to change/add user's roles, or other information.

 Add roles as required and click on "Save" button which is present at the bottom of the page.

The newly added roles for the user are displayed on the Manage Users/Contacts page, as illustrated below.

How do you send a password reset request to the user?

To reset a user's password, choose the "Reset Password" action. Click on the "Actions" link, then select "Reset Password" from the drop-down list. An email containing instructions for password reset will be sent to the user.

Click on 'Yes' to confirm the action.

The following message confirms the password reset link has been mailed to the user.

The email received by the user looks like below. By clicking on the "click here" link, the user can open the page to reset the account password.

When the Reset Password page opens, the user must enter the desired password in the New Password and Confirm Password fields, then click the "Reset Password" button.

The following message displays the password is successfully changed.

Upon successful password update, the user will receive the following email.

Another option to reset user's password is through Keyword Search "Contact Search" category actions. For more details, please click here.

How do you send an e-PIN reset request to the user?

To reset a user's e-PIN, click on "Actions" and select "Reset e-PIN" action. This option will be presented under the Actions menu only if e-PIN is enabled in Authentication Preferences.

Click "Yes" on the confirmation message.

The following confirmation message displays on the page.

The user will receive the below email with a link to the reset page. By clicking on the "click here" link, the user can open the page to reset their e-PIN.

When the Reset e-PIN page opens, the user must enter the New e-PIN and Confirm e-PIN fields, then click on the "Reset e-PIN".

The following message confirms the e-PIN is changed successfully.

How to unassign all the roles before locking a user account?

Before locking a user account, remove all the roles assigned to the user. 

Click on the user name to open the user's profile. In this example, "Recruiter" role is assigned to the user for "Onboarding" product.

The Invite/Edit User page will show the roles assigned to the user.

Click on the roles drop-down and select "No Role Assigned" option and save.

This will remove the roles assigned to the user. The updated status will reflect in Manage Users/Contacts page as shown below.

When user logs in into the system,  the following message shows on the page.

After unassigning the roles, proceed with the steps given here to lock the user account.

How do you lock/unlock a user's account?

You can lock the user's account by selecting the "Account Lock" option under Manage Users/Contacts actions.  For the selected user, click on "Actions" link, and then select "Account Lock" option from the list.  

Click "Yes" on the message to confirm the action.

After the account is locked, the user will be informed via following email. 

The "Account Locked" status will reflect in the Manage User/Contacts page for the user. 

This can also be seen in the user profile page. Click on the user name to open the profile page. For the locked accounts, the "Account Locked Out?" field will show as checked.

When the account is locked, the user will not be able to login into the system. The following message displays when the user tries to login into the system:

For unlocking the user account, click on the "Actions" link for the user and select "Account Unlock" option from the list.  

Click "Yes" on the message to confirm the action.

After the user account is unlocked, the user will receive the following email.

The user account shows as unlocked on the Manage Users/Contacts page as shown below.

The account unlocked status will also reflect on the user profile page.

Click on the user name to open the profile page. The "Account Locked Out?" field on the user profile page will show as unchecked.

Once the user account is unlocked, the user will be able to login into the system.

Another option to lock/unlock the user account is through Elasticsearch "Contact Search" category actions. For more information, please click here.