Manage User Access

Prefer interactive learning over reading? The instructions within this article can also be viewed via a Manage User Access Course here!

Organizations with the Frontline Insights Platform can manage system accessibility through a page titled "Manage User Access." This page provides account details for all the users within your organization and identifies their affiliation with all your Frontline applications.

If transitioning to the Manage User Access page, you will first need to verify that your data is consistent across all your applications. Reference this QuickStart Guide to learn more.

As an administrator, you can send application invites, review account statuses, and permit or deny system access, all from the Manage User Access page!

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 in accordance with the permissions provided.

Keep in mind, this page allows you to manage account statuses across any Frontline applications you use, so the instructions included within this article will apply to any Frontline application, regardless of the one you are currently logged into.

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.

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Account Status

The account status represents a user's current status or progression in the setup process. 

  • Has Account: The user has received an invitation email and created a username and password for application access.
  • Pending - Invitation 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.

  • 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.

Take note, "No User Record" indicates the user requires an initial setup within the application. You will see the "Granted" or "Not Granted" status once the initial setup is complete.

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User Scenarios

The account/application status terms apply to a user's setup and account management. You can view examples of these instances in the section below.

User Created in an Application

If you create a user within the application, you will first need to navigate to that application and set up the user in accordance with the system requirements. 

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 (within the Account Status category) and that the user does not yet have access to the application (noted by "Not Granted").

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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.

Want to send new users an invite automatically? Reference this article to learn more!

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To grant access and manually send an invite, click the dropdown in the "Actions" column and select Edit user. 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.

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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.

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Just keep in mind that you can also use the Bulk Change Users dropdown on the Manage User Access page to provide access for multiple users at once. Click the checkbox beside the users in question and make the appropriate selections from the Bulk Change Users dropdown.

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User Granted Access to One or More Applications

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.

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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.

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Invitation Sent 

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.

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User Creates an Account from the Invitation

Once a user creates an account, the Account Status category will change from "Invitation Sent" to "Has Account," and the application category will change to "Granted."

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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 account, you will have the ability to reset a user's password or revoke a user's access.

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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 application access page also includes an "Options" dropdown in the top right corner of the page.

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The instructions for the "Options" dropdown only apply if you need to associate a user's different accounts across your multiple applications. This process of merging repeat user accounts will only need to be done once. Reference this article to learn more.

If the merge does not successfully combine some user accounts, you can also reference this article to learn more about performing a manual merge.