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:

• Finding a User
• Adding a User Account
  • Don't set a password
• Editing a User Account
• Making Someone a Site Manager
• Activating Imported User Accounts
• Deleting (Deactivating) a User Account
  • Deleting Users Individually
  • Deleting a Group of Users
• Changing a User's Status
• Viewing Deleted/Inactive Users
• Assuming a User's Identity
• Managing Other User Data
  • Basic Info
  • Qualifications
  • Benchmarks
  • Agencies/Programs
  • Teams
  • User Groups
  • Needs
  • Schedule
  • Hours
  • Emails
  • Messages
  • Files
  • Notes
• Exporting User Data

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.

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

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:

• A volunteer signs up for the site.
• The volunteer's information is imported into the site.
• A site manager manually enters the volunteer's information through the site manager panel.

To add a user account through the site manager panel:

1. From your site manager panel, go to Volunteerism > Users to view a table with all active users listed.
   
2. Click Add New User.
3. Type the user's first name, last name, email address, and password into the applicable fields. You have the ability to bypass creating a password if you prefer.
4. You can also choose to send an email to the new volunteer asking them to complete their profile. If you check this box, a message will be sent to the email you just entered. It will contain a welcome message and links making it easy for the volunteer to access their profile on your site.
5. 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.

Don't set a password

If you opt to not set a password when adding new users, you can send them the Invitation to Complete Your Profile notification instead. This template includes the {{password_reset_link}} template key which is linked to the reset password form. When a new user clicks this link, they can go ahead and set up their password and log into their account from that notification.

• You can always remove this template key from the notification; however, we recommend leaving it in. 
  • Click here to learn more about automated notifications and template keys. 
• You may have to accept the updated notification template before using it. 
  • Click here to learn more about updating notification templates. 

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.
   

   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 includes 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. Note: This area is available only if your site has purchased the ReDI System (for disaster response).
   Availability	This section shows what days, and what time of day, someone is available for volunteer work. This information appears on the notification that goes to agency or program managers when the volunteer responds to a need. You can also search the user filter for volunteers who are available on a specified day and time of day. Using the volunteer scheduler, you can schedule volunteers for available shifts based on their availability.
   User Tags	Add any necessary tags to the user. Any previously assigned tags are displayed below the field.
   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.

Making Someone a Site Manager

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 site manager panel in order to manage the entire Connect platform.
• User - Users with the user type are the agency managers, program managers, user group leaders, team leaders, and other users who can only access the "front end" of the site. They cannot access the site manager panel.

To change a user's type:

1. Go to Volunteerism > Users in your site 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.

When a user is made a site manager, that user receives the Notification of Site-Manager Status notification, which provides some resources to help them be successful.

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.
   
3. Run a filter on User Data > User Status > is > Imported and click Submit.
   
4. Under Select an Action, select Activate Imported Users.
   
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.
   

   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.
   
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 site 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: active, inactive, 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

Use the user filter to view a list of users by status (such as inactive).

Note: Another way of viewing user by status is to go to Volunteerism > Users, click a volunteer's name, and look at the Status dropdown.

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.
   
3. Run a search on, select User Data > User Status > is > inactive.
   
4. Click Submit. The user lists now show 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 or program 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.
   The program logs you in as that user.

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

Managing Other User Data

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, described in the following sections, contain both data and links for viewing, adding, or editing, further data.

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.

Qualifications

If your site uses qualifications, this area shows any answers that the user has given to your site's qualification questions. You can edit, approve, decline, or mark as pending the qualifications shown in this area.

Benchmarks

If your site uses benchmarks, this area shows any benchmarks that the user has reached. You can remove benchmarks manually from this area.

Agencies/Programs

The Agencies area (Programs area on Community Connect sites) shows two types of information:

• Any agencies or programs that the user manages
• Any agencies or programs that the user has fanned

Note: To make the user a manager of an agency/program from this page, select an agency/program 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. For more information about adding volunteers to user groups, click here.

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 or program, distance, and phrase. Click here to learn more about the volunteer schedule as it appears to the volunteer.

Hours

The Hours table shows all of the user's submitted volunteer hours, along with the statuses. It 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. Click here to learn more about email statuses.

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.

Files

You can use the Files area to upload a file to a user's profile. (The user can also upload files to their own profile as well.) Most common file types (.docx, .pdf, .jpg, .gif, etc.) are accepted. You can also download a user's file (by clicking on the filename) or delete a file (by clicking the X icon) as needed. To access a link to a user file, you can click on the link icon:

Note: The Files area of the user profile is not the same as the site-wide Files area located under Content > Files in your manager panel. To learn more about uploading files for site-wide use, see Linking to PDFs and Other Documents (Files). To learn more about how volunteers can upload files for qualifications, see Uploading Files for Qualifications.

• Files can be marked as private. When a file is private, the volunteer won't see it in their Files area. It must be shared via a shareable link.
• Public files are viewable by the user and anyone with access to their account. 

Notes

You can add private notes to a user's profile from the Notes area. These are only shared with managers that have access to the user's profile. User's can't view notes on their profile. These are great for relaying important information with other managers—e.g., the user has limited availability, the user is a repeat no-show offender, or maybe the user is a joy to work with! Whatever the case may be, you can use a note to mark it on their profile. 

Exporting User Data

You can export data for all users into a spreadsheet, or you can filter your user list and export the filtered list.

• To export data for all users, go to Volunteerism > Users and click the Export All Users button.
• To export selected users, go to Volunteerism > Users, run a filter as needed, and then select the Export Users option from the Select an Action dropdown. Click Export Current User List.

Once you have directed your Connect system to export the user data, you'll be prompted to specify the email where you'd like to receive the data. Once you've done that, it will be emailed to you as a link. Click the link to view the generated spreadsheet.

Note: Most exports are generated automatically, but user and hours exports must be emailed due to the amount of data that is often involved.