Users

Each user that exists in the system is listed here. This allows you to do user-specific functions:

1. Activate / deactivate one or more users
2. Add User
3. Export the list to a Microsoft Excel spreadsheet
4. Browse through the list pages or display a specific amount of entries per page
5. Search users
6. Sort the user list by:
   • Email - The user's e-mail, e.g. which they also use for retrieving their passwords in case they forget
   • Name - The user's full name registered in the system, in [First name] [Middle name] [Last name] format.
   • Project - The project the user is assigned to. See [settings#projects|Projects].
   • Role - The user's assigned role, which allows and/or prohibits the user from access to some of the portal's features. See Roles.
   • Status - The user's current system status. See Status
   • Last Login
7. View a user
8. Edit a user

The Add User page shows a single tab, Profile. This page displays a form where you need to enter information about the user to be created. Most of these fields are mandatory.

The user's e-mail, e.g. which they will also use for retrieving their passwords in case they forget. This field is mandatory.

Any created user can be initially set with any of the following statuses:

• Active - The user can log in anytime.
• Inactive - The user cannot log in.
• Blocked - Same as “Inactive”, however you can set an end date to define how long the user will be blocked for. Once the end date has passed, the user's status will automatically revert to “Active”.

This field is also mandatory.

When adding a new user, you can choose two ways to create that user's password:

• Send an Email Invite - Basically, you choose this if you want the user to set up the password themselves;
• Type Password Manually - Choose this if you want to set the password yourself.

When this option is set, and the Add User page form is completed and saved, it generates an e-mail message with a link to a password setup page, like below:
Clicking on the link takes the message recipient to the password setup page, where they can enter the password they desire on the “Set your password” field. They also have to repeat this password on the “Confirm Password” field. Both passwords must match.:
Clicking on the “Submit” button registers the passwords into the system. If successful (i.e. the passwords match and there were no connection issues), the system will show a success popup, logs the user in automatically, and take the user to the Dashboard / Reports page.

If you choose to create the password manually, the page adds two fields in the form: Password and Confirm Password. Both fields are mandatory and must match.

This assigns a role to the user, which allows and/or prohibits the user from access to some of the portal's features. This field is mandatory. See Roles.

The project the user is assigned to. Options here are defined in the Projects settings. This field is optional.

The local government unit (LGU) where the user is assigned at. Options here are defined in the LGUs settings. This field is optional.

Set the name of the user to be added here. This is split into three fields: First Name (mandatory), Middle Name (optional) and Last Name (mandatory).

You can add the new user's contact number here, though this field is optional.

When the form is complete (i.e. all mandatory fields have been filled), click on “Save”. The system will validate the fields. If everything is in order, it will accept the new user into the system and a message will popup stating such. You can also click on the “Back” button and discard your changes - this takes you back to the main Users page.

If, however, one or more mandatory fields have been unattended, the system will not accept the form and a message will appear underneath each unattended field:

The View user and Edit user pages have almost the same fields. The substantial difference between the View user page and the Edit user page is the capability to edit - View user only shows the fields while Edit user lets you edit the fields and do other actions (e.g. Resend email invite). Both pages also show the same fields as in the Add User page and source/alter the same data as well.

In the Edit user page, there are additional actions you can do:

• Delete - This deletes the user from the system. Clicking this will popup a prompt confirming if you want to proceed. Clicking on the “Proceed” button processes and removes the user from the system. Think twice when using this function as the action is irreversible.
• Resend Email Invite - You can also resend the email invite to the user, detailed in the Send an Email Invite section. This also means that they will need to re-enter a desired password in the invite link.

From the Users page, you can activate or deactivate multiple users at a time.

1. Select users by toggling the left-hand checkboxes on each of the user that you want to activate / deactivate.
2. Click on either “Activate Selected User/s” or “Deactivate Selected User/s”.

Activating each user will set the user's status to “Active”. Deactivating each user will set the user's status to “Inactive” (they cannot log in under this status). These actions apply regardless of the user's current status. For instance, if user is Active and another is Inactive, and both are selected to be deactivated, they will both be set to “Inactive”.