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 can a System Administrator perform user related actions?
The System Administrator can perform user related actions through the Manage Users/Contacts page.
To access this page, select "Manage Users/Contacts" from the Users/Contacts section in the left navigation menu, or click "Manage Users/Contacts" in the Quick Links bar.
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This displays the Manage Users/Contacts page as shown below. For the selected user, click on the "Actions" link.
Manage Users/Contacts Page |
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Another option to access user related actions is via Keyword Search "Contact Search" Category. Similar to Manage Users/Contacts, the actions presented for the user is dependent on the status of the user's invitation.
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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 yet sent, it can also be launched using the "Actions" menu on the Manage Users/Contacts page.
To send the invitation, click the "Actions" link and then select "Invite" from the dropdown list.
Note: The "Invite" option is available only for invitations that have not yet been 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 creation.
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Click "Yes" on this message to confirm the action.
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The following message confirms an email invitation has been sent to the user.
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A sample email sent to the user is given below. By clicking on "Smart Onboarding" link the user can self register and proceed to their onboarding process. For more details, please click here.
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Once the invitation is sent, its status on the Manage Users/Contacts page will change to "Invitation Launched," and the "Invite" option will no longer be available under the "Actions" link.
If the user fails to register for a Smart Onboarding account, the "Resend Registration" option will be accessible in the actions menu, allowing you to send the invitation to the user again.
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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 the "Authorized Representative" role cannot be launched via the Manage Users/Contacts actions. If the "Invite" action is used to launch invitation from the "Actions" link, the page will display the following error message.
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Click "Yes" on the message to confirm the action.
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The error message displayed will be as shown below:
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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 again send the welcome email to the user.
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Click "Yes" on the message to confirm the action.
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The following message confirms an email invitation has been sent to the user.
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A sample welcome email sent to the user is given below:
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Another option to resend user invitation is through Keyword Search "Contact Search" category actions. For more details, please click here.
Resend the invitation to the user assigned the role of Authorized Representative:
If the user is an Authorized Representative who has been invited when assigning the I-9 activity from Section 2 or Supplement B, 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/ Supplement B, please click here.
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Click "Yes" to continue.
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The following message confirms an email invitation has been sent to the user.
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A sample email notification sent to the user is as given below:
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How do you assign a new role to the user?
Select the "Assign New Role" action to assign a new role to the user. Click the "Actions" link, then select "Assign New Role" from the drop down list.
Manage Users/Contacts Page |
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The Invite/Edit User page is presented as shown below. On this page, the System Administrator can add or change the user roles and other information.
| User's roles before adding the new role |
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Add roles as required and save.
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The newly added roles will reflect in Manage Users/Contacts page for the user as illustrated below.
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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.
Manage Users/Contacts Page |
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Click "Yes" on the message to confirm the action.
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The following message confirms the password reset link has been mailed to the user.
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The email received by the user looks like below. By clicking on the "click here" link, the user can open the page to reset their account password.
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The user must enter the desired password in the New Password and Confirm Password fields, then click the "Reset Password" button.
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The following message displays the password is successfully changed.
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Upon successful password update, the user will receive the following email.
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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.
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Click "Yes" on the message to confirm the action.
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The following confirmation message displays on the page.
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The user will receive an 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.
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The user must enter the New e-PIN and Confirm e-PIN fields, then click on the "Reset e-PIN".
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The following message confirms the e-PIN has been successfully changed.
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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.
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The Invite/Edit User page will show the roles assigned to the user.
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Click on the roles drop-down and select "No Role Assigned" option and save.
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This will remove the roles assigned to the user. The updated status will reflect back on Manage Users/Contacts as shown below.
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When user logs in into the system, the following message shows on the page.
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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 a user's account by selecting the "Account Lock" option under Manage Users/Contacts actions. For the selected user, click on the "Actions" link, and then select "Account Lock" option from the list.
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Click "Yes" on the message to confirm the action.
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Once the account is locked, the locked status will be updated for the user in Manage Users/Contacts page and also on the user details page..
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The user will be informed about this via the following email.
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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:
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For unlocking the user account, click on the "Actions" link for the respective user in Manage Users/Contacts and then select "Account Unlock" option.
Manage Users/Contacts Page |
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Click "Yes" on the message to confirm the action.
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After the user account is unlocked, the corresponding status will be updated for the user in Manage Users/Contacts and also on the user details page.
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| Invite/Edit User page |
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The unlocked status will be notified to the user via the following email.
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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.