Manage Users

Description

Use this page to add, edit and delete users.

Usage

User security is concerned with user login properties and access rights to companies within a customer's system. It is normal that only the highest level of security have access to the User Manager. This will be the administrator role.

User Roles

A user in the system is categorised into one of several roles. These roles allow access rights to be generalised across the system. So, for example, all users who are Administrators will have access to the same administrator functions.

The following roles are defined in the system.

Administrator : The user has full control including the Security menu to add and edit user permissions.
Supervisor : The user has the same privileges as the Administrator with the exception of adding and editing user details.
Client Portal : This role is used when setting up accounts that are used when accessing InPay reports through the Client Portal Applications menu. Users of this role are linked to a user in Client Portal to allow access.
Web Services : This role is used for accounts that access the REST and Web services. Only accounts with this role will be able to access these services.
Read Only : This role gives a user access to the system so they can view screens, but does not allow them to make any changes in the system.

Adding a New User

To add a new user to the system, Press the New button. The following screen will appear, allowing you to enter user details.

Welcome Emails

When adding a new user, the option is available to not specify a password and instead send the new user a set of welcome emails containing their credentials and a randomly generated temporary password. This will include:

An email containing the user's Username, Customer Code and a URL where they can log in.
A separate email containing the user's new temporary password. They will be prompted to set a new password as soon as they log in.

In order to send a welcome email, the user must have an email specified in the email field. Users will automatically be set to active when welcome emails are sent.

Once the details have been entered, press save. No companies can be added to the user until the user is saved. In order to log in, a user must be linked to a company. It is recommended the user is linked to a company straight away if welcome emails are sent.

After saving, the same screen will allow the option of adding and removing access to companies for that user as well as editing user details. The password does not require re-entering unless it requires changing.

Password Reset

When editing an existing user, the option is available to reset the user's password. This will set the user's password to a randomly generated temporary password and the user will be notified of this by email. The user will be prompted to set a new password as soon as they log in. The user must have a valid email set in order to be able to reset their password with this method.

Authentication Type

Authentication type indicates the level of security requirements the user will need to perform on logging in. There are currently two options:

Password Only - A standard log in process with username and password
Time-Based One-Time Password - In addition to a username and password, a user will be required to register with an Authenticator app on a mobile device when next logging in. They will be prompted to enter a code from the Authenticator app on each subsequent login.

Key Data

User Name : The name the user will use to log in. Must be unique.
Role : See user roles.
Password : If no welcome emails are sent, the password and the repeat password are mandatory upon creation of a new user and must match. The password must also be of a certain strength and if this is not met an error will occur.
Authentication Type : See Manage Users#Authentication Type
Email : Email linked to the user - used for various features including welcome emails and password resets.
Link Code : Pay Manager link code for Client Portal reporting.
Active : Define whether a user is active or inactive. Inactive users will not be able to log in.