Create a user

User management is a structuring aspect of the tool: the ability to manage users' access rights, their teams, and the possibility of giving them roles within the tool. This feature is only available to Administrators, and the first Administrator is the one who assigns admins and users. 

These are the different actions related to user management:

• Add a user 
• Modify a user
• Delete a user

You can access the “User access management” tab in the Configuration tab in the thumbnail.

Add a user

To add a user: 

1. Click on "Add a user" at the top right of the screen.
2. Next, complete the form that appears, choosing between manual entry or Excel file import.

1. For manual entry, start with the user’s email, select the applicable Board/Committee group (if you are an Administrator for more than one group), and optionally assign a Group title.
2. Designate the user as an Administrator or keep them as a User with limited permissions.
3. Choose visibility options such as “Shown on homepage” and “Included in the quorum” by checking or unchecking the box on the right. The quorum section will allow the user to see and confirm their presence at meetings.
4. Set an activation date to determine when the user will have access to the group, and/or a deactivation date to restrict access beyond a certain date. You can leave the deactivation date blank for immediate and indefinite access. 
5. Optionally restrict access to past meetings, votes, surveys by specifying a date. 
6. Click “confirm”.

Next, you will be redirected to another form to re-enter their email, first and last name. The other fields will autofill from the previous form. Then click on “confirm”.

NB: For existing users on the platform, information from their profile will automatically be added at the second step, and they will be notified of their addition to your group right away. We recommend that you use the email address already in use for this user on Board Portal. This way, once added, a message will appear on the page informing you that the user already has an account on the platform, which you simply need to confirm to add him/her to the instance. 

For new users, you can choose whether to notify them immediately or delay confirmation, blocking access until ready.

Read more here about the option to Unblock and notify users on your own terms.  

Good to know: If your user has access to several of your instances, you can add him/her to several groups when creating the user. To do so, simply click on “Add another group”.