This article explains how organizations can manage system accessibility for all their Frontline products through a single page titled "Manage User Access." From here, Administrators can send application invites, review account statuses, and permit or deny access to any Frontline product affiliated with their organization.
Click a hyperlink below to jump to that topic:
Getting Started
You must first be assigned one of three base permissions to access or manage the User Access page. Each district's setup will differ, but you can potentially have view-only options, the ability to invite/revoke access, or the ability to edit page details.
Once these permissions are determined, locate the "Manage User Access" option within the side navigation of your Frontline application and review this page by the permissions provided.
- Navigation:
- Administration
- Manage User Access
Account and Application Filters
The Manage User Access page organizes a user's information by their name, account status, and application access. You can select filters for each of these at the top of the page.
Account Status
The account status represents a user's current status or progression in the setup process.
| Account Status | |
|---|---|
| - Has Account | The user has received an invitation email and created a username and password for application access. |
| - Pending - Invite Sent | An email invite was sent that prompts the user to create an account, but the user has not yet set up the account. |
| - No Account | The user has not yet been sent an email invitation, has not set up an account, and cannot sign in. This user will require an invitation email. |
| - No Email Address | The user does not yet have an email affiliated with an account (indicated by a red envelope beside the user's name). |
Application Status
In addition to one of the account statuses (e.g. Has Account, Pending - Invitation Sent, etc.), the user has either a "Granted" or "Not Granted" application status. (For example, a user can have an account with granted access. Or, a user may potentially have an account with no provided access.) Keep in mind, the "Granted" status has a series of variations.
| Application Status | |
|---|---|
| Not Granted | The user needs to be granted access to the application via Edit User (under Actions). |
|
Granted (Required: Send Invitation) |
The user is granted application access but does not yet have an account and cannot sign in. The user will need an account invitation. |
|
Granted (Waiting on Recipient) |
The user was sent an email invitation but has not yet created an account. |
| Granted | The user has been sent an email invite and created an account. |
User Scenarios
The account/application status terms describe a user's setup and account management. Click each tab below to view examples.
- Scenario:
User Created in an Application - Scenario:
User Granted Access to Application(s) - Scenario:
Invite Sent - Scenario:
User Creates an ID from Invitation
User Created in an Application
Account Status: No Account
App. Status: Not Granted No User Record
If you create a user within the application, you will first need to navigate to that application and set up the user by system requirements. Doing so removes the "No User Record" indicator. Once complete, you can open the Manage User Access page and begin to manage the user's system accessibility.
The Manage User Access page will indicate that the user does not yet have an account (noted by "No Account" within the Account Status category) and that the user does not yet have access to the application (noted by "Not Granted").
This user will require a "granted" status and an invitation email to create an account. You can set up these requirements via the "Actions" dropdown to the far right of the user's name.
To grant access and manually send an invite, click the dropdown in the "Actions" column and select Edit user's access. This action opens the user's account status options.
You can then toggle the button beside the desired application (or user-level such as employee, etc.). This determines what application/user level the user can access once they receive an email invite and create an account.
To send the email invite, click Send Invitation within the user's status page or select it via the Actions dropdown on the main Manage User Access page. This action sends the user an email containing a link to create an account.
User Granted Access to One or More Applications
Account Status: No Account
App. Status: Granted- Required: Send Invitation
In some cases, you may provide a user with access to an application (or applications), but that user may not yet have an account. The system notes this with "Granted- Required: Send Invitation" in the application category and "No Account" in the Account Status category.
If this occurs, you will need to select the option to send that user an account invitation. (You can do this via the Actions dropdown or within the Edit User option.) The user cannot log in until they receive the invite and set up an account.
Invite Sent
Account Status: Pending: Invite sent, waiting on recipient
App. Status: Granted: Waiting on recipient
Once you send an account invitation and provide system access, the user will need to create an account from the invitation email.
The system will indicate this current, pending status as "Pending: Invite sent, waiting on recipient" within the Account Status category and as "Granted: Waiting on recipient" within the application category.
User Creates an ID from the Invitation
Account Status: Has Account
App. Status: Granted
Once a user creates an ID, the Account Status category will change from "Invitation Sent" to "Has Account," and the application category will change to "Granted."
You can then scroll over the account status to view the user's credentials, and you can reference the Actions dropdown to manage the user's setup.
*Take note, the "Actions" dropdown differs between a user who does and does not have an account. Once a user creates an ID, you will have the ability to reset a user's password or revoke a user's access.
Revoked access retains a user's information within each application but no longer allows the user to access that application. We recommend you use this option when an employee will no longer require access at any point in the future.
Merging
The Manage User Access page also includes merge functionality within an "Options" dropdown in the top right corner of the page. A merge is designed to recognize repeat names and combine those different instances into one, complete entry.
Availability: Use of the merge tools in the "Options" dropdown will depend on your organization's system configuration:
- HCM configuration: Merge (and unmerge) options are not available to organizations with the HCM configuration. For those with an HCM configuration, please reach out to Support for assistance with duplicate records.
- Legacy configuration: Auto merge and manual merge (and the unmerge function) are available to organizations who do not have an HCM configuration. Please use the provided links to learn more about these options.
Popular Questions
Click on a question below to find an answer.
What should I do if a user hasn't received their invitation?
Check to ensure the user's email address is correct, ask them to check their spam or junk mail folder in their email, and resend the invitation if necessary.
Can I revoke a user's access?
Permissioned Administrators can select the user's name and choose "Revoke Access to this organization" from the "Actions" dropdown.
What if a user needs to reset their password?
Users can reset their own password from the sign-in page. Or you can reset their password through the Actions dropdown.
Is there a way to automate user invitations?
Yes, if enabled by your organization. You can check the "Using Auto Invite" feature for automatic invitations and ensure that all new accounts include an email address when they are created. Automatic invitations are not retroactive and will not be sent to existing users when this feature is enabled.