The list
Open User (menu Users). Each row shows the user's User name with the e-mail under it, the Branch and Role names, Last logon (today, yesterday, a date, or Never logged in) and the Status: Active, Inactive or Locked. Search or filter by User name, Display name, Email address, Branch, Role and Status.
What you can do to a user
| Action | Where | What it does | When it is offered |
|---|---|---|---|
| Edit | The row's actions menu | Opens the form (Add or change a user) | Not for a locked or inactive user, and not for users that belong to a customer account |
| Reset password | The row's actions menu | Sets a new password and unlocks the user (Change, reset and recover a password) | Not for the built-in system user, an inactive user or a locked one |
| Deactivate / Activate | The row's actions menu | An inactive user cannot sign in. Activating again lets the user back in | Not for the system user or a locked user |
| Lock / Unlock | The row's actions menu | A locked user cannot sign in until unlocked | Not for the system user or an inactive user |
To act on several users, tick their rows and use Activate all, Deactivate all, Lock all or Unlock all.
Status in plain words
- Active: can sign in, inside the start and end dates on the user's form.
- Inactive: cannot sign in. Nothing is deleted; there is no delete for a user.
- Locked: cannot sign in. Too many wrong passwords in a row lock a user automatically; an administrator can also lock one. Unlock lets the user try again.
Common questions
Can I delete a user who has left?
No, there is no delete for a user. Deactivate them: the history stays, they cannot sign in, and they no longer count against the licence.
Why is Edit switched off on a row?
The user is locked or inactive: Unlock or Activate first. A user that belongs to a customer account is not edited on this screen.
A user is locked and has also forgotten the password.
Choose Unlock, then Reset password, and tell them the new password privately (Change, reset and recover a password).
I locked someone, but they are still working.
A lock stops the next sign-in, not a session that is already open. Deactivate them as well.
What does Never logged in mean?
The person has not signed in successfully yet. For a new starter it is normal; for someone who should be working, read the page they see and the Status (A user cannot sign in).