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Managing User Accounts

This article applies to Connect Site Managers.

User accounts are managed primarily from the Manage Users screen. This article is for Site Managers (admins) and covers the following tasks:

For instructions on using the User Filter, see the article The User Filter.

Finding a User

You can easily search for a user by first name, last name, or email address. To do so, type the individual's name or email into the Name or Email box and click Search.

user_search.jpg

You'll see a display of all records that match your search term.

search_william.jpg

Click on a user's name to view or edit their profile. Click on their email address to send them an email.

Adding a User Account

A user account can be added to your Connect site in one of several ways:

To add a user account through the Manager Panel:

  1. Click Manage Users to open a table with all active users listed.
    Manage_Users_Table.jpg
  2. Click Add New User.
  3. Type the user's first name, last name, email address, and password into the applicable fields. Note that all fields are required.
  4. Click Add User.

At this point, you can continue adding users, or you can click the X in the top right-hand corner of the text box in order to close it.

Editing a User Account

To edit an existing user's account from the manager panel:

  1. Click Manage Users to open a table with all active users listed.
  2. Click the applicable Edit icon (a pencil) in the Options column.
    edit_option.jpg

    Note: As an alternative, you can also click the user's first or last name.
    The user's profile is displayed.

  3. Edit any necessary fields. The profile is divided into the following sections:
    Section Description
    Profile Picture Click Upload Photo to add or update the user's profile picture. This photo appears in the user's profile and in the utility bar at the top of their screen.
    Change Password Use these fields to reset the user's password, either by typing in a password or selecting a random one.

    Note: If a user has forgotten their password, we recommend advising them to try using the Forgot Password feature to reset it on their own.

    Basic Information This section include basic data such as user name, address, gender, birth date, etc. For more information on user types, click here.

    Note: If you use this area to change a user's status from Imported to Active, no email with a temporary password will be sent to that user. To learn how to trigger the email, click here.

    Interests and Causes Select (or deselect) the user's interests and causes as applicable.
    Disaster Profile Information Use this area to update the user's disaster profile information.
    User Tags Add any necessary tags to the user. Any previously assigned tags are displayed below the field.
    user_tags.jpg
    Settings Use this section to indicate two things: (1) whether the user wishes to be contacted in the event of disaster, and (2) whether the user wants to opt out of all Connect site email messages.
    Deactivate User Use this area to deactivate a user's Connect account. Once the account has been deactivated, the user's volunteer resume will be emailed to the address associated with their account.
    Extra Data Typically, you will not need to use this field, which displays data that has been grabbed from customized questions on the site.

Changing a User's Type

There are two types of users on any Connect site:

  • Manager - Users with the manager type are the Site Managers. A Site Manager (also known as an admin) can access the Manager Panel in order to manage the entire Connect site.
  • User - Users with the user type are the agency managers and volunteers who can only access the "front end" of the site. They cannot access the manager panel.

To change a user's type:

  1. Go to Volunteerism > Users in your manager panel.
  2. Select the user to open their profile.
  3. Under the Basic Information select the new type from the User Type dropdown.
  4. Click Update Basic Information.

Activating Imported User Accounts

When a user account is imported, it is assigned a status of "Imported." When you activate an imported account, a couple of things happen:

  • The status is changed from Imported to Active.
  • A message goes to the user informing them that their account is active and providing them with a temporary password for logging in.

To activate user accounts:

  1. In the site manager panel, click Volunteerism > Users.
  2. Click User Filter to open the user filter.
    user_filter_link.jpg
  3. Run a filter on User Data > User Status > is > Imported and click Submit.
    user_filter_imported.jpg
  4. Under Select an Action, select Activate Imported Users.
    activate_imported_users.jpg
  5. Click Activate Imported Users.

The user's account is activated, and the "User Imported Message" notification is sent to the activated user.

Note: You can edit the text of the "User Imported Message." Click here to learn more about editing automated notification messages for your Connect platform. 

Deleting (Deactivating) a User Account

When user data is deactivated, it is deleted from the list of active users. You can still access a deleted account; user data cannot be deleted permanently from the site.

Note: Because deleting refers to removing data from the active set of data, your Connect site uses the words delete and deactivate interchangeably.

You can deactivate users individually or as a group.

Deleting Users Individually

To delete (or deactivate) a user account:

  1. Go to Volunteerism > Users to open a table with all active users listed.
  2. Click the applicable Edit icon (a pencil) in the Options column.
    edit_option.jpgactivate_imported_users.jpg

    Note: As an alternative, you can also click the user's first or last name.

  3. Scroll down to the Deactivate User area near the bottom of the page and click Deactivate User.
    deactivate_user.jpg
  4. Click Yes to confirm.

Note: You can reactivate a user's account at any time. For information on reactivating user data, see Reactivating an Inactive Record.

Deleting a Group of Users

To delete a group of users:

  1. In the manager panel, go to Volunteerism > Users.
  2. Using the user filter, create a list of the users to delete.
  3. From the Select an Action dropdown, select Deactivate Users.
  4. Click Deactivate Current Users.

Note: You can reactivate a user's account at any time. For information on reactivating user data, see Reactivating an Inactive Record.

Changing a User's Status

A user can have one of four statuses: activeinactive, imported, and pending.

  • Click here to see how to change a user's status from active to inactive.
  • Click here to see how to change a user's status from inactive to active.
  • Click here to see how to change a user's status from imported to active.
  • To change a user's status to pending, follow the instructions for deleting a user, but select Pending instead of Inactive from the User Status dropdown.

Note: The pending status allows a user to appear in search results and exports in the Manage Users area without allowing the user the ability to log in.

Viewing Deleted/Inactive Users

The process for viewing users by status is different from the one for viewing agencies, needs, and events by status. To view a list of users by status (such as inactive), you'll need to use the user filter.

Note: Another way of viewing user by status is to click the 

To view a list of deleted/inactive users:

  1. Go to Volunteerism > Users to open a table with all users listed.
  2. Click User Filter to open the user filter.
    user_filter_link.jpg
  3. Run a search on, select User Data > User Status > is > inactive.
    inactive_user_filter.jpg
  4. Click Submit. The user lists now shows only those users who are inactive.

Note: To export these users, click the Select an Action dropdown and choose Export Users. Click Export Current User List to pull up a spreadsheet of the inactive users.

Assuming a User's Identity

When you assume a user's identity, you essentially log into your Connect site as that user. The "Assume Identity" feature is useful in various situations, such as these:

  • A user is having difficulty updating their profile, responding to a need, or viewing the site
  • An agency manager is having difficulty posting information or approving hours
  • You need to submit hours for a user on their behalf

To assume another user's identity:

  1. Click Manage Users to open a table with all active users listed.
  2. Using the user filter, find the user whose identity you wish to assume.
  3. Click the Assume icon for that user.
    assume_icon.jpg
    The program logs you in as that user.

Note: To exit the user's identity return to the program "as yourself," log out and then log back in using your own email and password.

Viewing Other User-Specific Information

When you click the Edit icon, the user's first name, or the user's last name, you’ll see the user’s profile, plus several menu items for user-related information.

These menu items, shown below, contain both data and links for viewing, adding, or editing, further data.

user_data_options.png

Tabs are described in the following subsections.

Basic Info

The Basic Info area contains the user’s profile. You can edit this information at any time. You can also add tags and comments and change a user's status as needed.

Agencies

The Agencies area shows two types of information:

  • Any agencies that the user manages
  • Any agencies for which the user has clicked "Become a Fan" on the public site.

Note: To make the user a manager of an agency from this page, select an agency from the dropdown on the right-hand side of the page and click Add.

Teams

Click this item to view any teams that the user has managed or is currently managing.

User Groups

Click this item to view any user groups that the volunteer belongs to. You can also add the volunteer to a user group from this area.

Needs

The Needs area shows all of the user's past need responses. It separates responses, as applicable, into standard needs, advanced-event needs, service-learning needs, and disaster response needs.

Schedule

Click Schedule to view the volunteer's schedule of volunteer opportunities based on their need responses. You can select the month to view, and you can also filter the needs by agency, distance, and phrase. Click here to learn more about the volunteer schedule as it appears to the volunteer.

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Hours

The Hours area shows all of the user's submitted volunteer hours, along with the statuses.

hours_in_user_profile.jpg

The table separates hours, as applicable, into standard needs, advanced-event needs, service-learning needs, and disaster response needs.

Note: As a Site Manager, you can submit hours on a user's behalf from this page by clicking the Add an Hour Entry button.

Emails

Occasionally, a user may report that he or she did not receive an automatic notification, or you might want to check to make sure notifications are being received. In these cases, you can view all of the automatic notifications sent to a user, along with the status of each email.

To view emails sent:

  1. From the Manager panel, go to Volunteerism > Users and click the user's first name, last name, or Edit icon.
    edit_option.jpg
  2. Click the Emails menu item. The Emails table displays the notification ID, the email subject, the date that it was added to the queue (generally the date it was sent), and the email status.

To view an email’s text, click on the email title.

Email Statuses

In most cases, an email will have one of the following statuses:

Email Status

Description

Bounce

The recipient’s inbox was not accessible and the email was returned. Moreover, messages will not be sent to this email address again until the record of a Bounce had been cleared by Galaxy Digital.

Click (Clicked)

The recipient opened the message and clicked the link inside.

Delivered

The recipient received the message but did not open it.

Dropped

The recipient’s inbox was temporarily inaccessible. The email address used is likely to work again in the future despite this one-time failure, and the system will continue to send new messages to it.

Open (Opened)

The recipient received and opened the message but did not click the link inside.

Optout

The user has opted out of system emails.

Previous Bounce

The email was not sent because the recipient’s email address has been marked as Bounced.

Previous Dropped

The email was not sent because the recipient’s email address has dropped all or most of its previous messages.

Processed

This status precedes attempted email delivery. A status of "Processed" indicates that the email has been held up at Galaxy Digital's provider.

Queued

The email (a) has been sent out but we are not aware of its status, or (b) is in the queue to be sent out and has not been sent yet.

Skipped By Rule

The notification was not sent because Site Manager has deactivated it.

Spam

The email was marked as spam and was redirected to the recipient’s spam folder.

Note: See the article "Email Statuses, and What To Do About Them" for guidance on actions you can take for different statuses.

Resending an Email

To resend a notification email, click Resend in the row of the desired message.

Messages

The Messages area shows the content, status, sender, and date sent of all in-app messages that the user has received. To learn more about in-app messaging, click here.

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