Program administrators can manage users and user settings, and help troubleshoot user needs.
Permissions
Program administrators can manage all users in the community.
Viewing user accounts
You can view user accounts by going to Admin > Manage > Users.
Select a username to view their account. You can access the following information:
-
Info: general information about the user and their engagement. You can also:
- View Public Profile: opens the profile page for the individual.
- Edit User: update the user's profile information on their behalf.
- Edit Settings: update the user's notification preferences on their behalf.
- Deactivate user: temporarily removes the user's access to the community.
- Close Account: permanently closes the user's account.
- Email user: opens the Admin Email tool with this user pre-selected so you can send them a direct email.
- Submissions: an overview of user activity across the community.
- Comments: all comments posted by the user.
- Logins: a list of dates and times that the user logged in.
- IP Addresses: all IP addresses that a user has logged in from.
- Policies: a list of all community policies that the user has agreed to.
- Profile Updates: an audit log of changes made to a user's profile.
Adding users
In the unlikely event you need to manually add users, please contact the support team.
Editing user profiles
Members are encouraged to update their profile information. If this is not possible, a program administrator can edit a user's profile on their behalf.
To edit a profile, go to Admin > Manage > Users > Edit.
You can update the following:
- Avatar
- Profile header
- Username
- Email (Note: in the cases of SSO login, this should not be edited)
- Password (Note: in the cases of SSO login, this should not be edited)
- Time zone
- Bio
Edit notification preferences
Members are encouraged to update their profile notification preferences. If this is not possible, a program administrator can edit a user's notification settings on their behalf.
To edit notification settings, select a Username > Edit Settings.
If a member is not receiving community emails, it may be due to the following settings:
- The toggle for There is news to share in the community is turned off
- The toggle for Unsubscribe from all emails is turned off
Deactivating a user
Deactivating this user will remove them from any Groups they are in along with removing them from any upcoming events they signed up for. The user will be unable to log in. Their content will still show up but the user will show as deactivated. Deactivated users will be excluded from receiving emails.
To deactivate a user:
- Go to Admin > Manage > Users > Edit.
- Select Deactivate User.
- Complete the reason for suspension.
- (Optional) Include a public-facing message.
- Choose if you'd like to notify the user of their deactivation.
- Select Deactivate.
To reverse a deactivation and reactivate a user's account, select Reactivate User from the edit user page.
Emailing a user
The Email user option is available on the profile of any activated user. Selecting it opens the Admin Email tool with the user pre-selected, so you can compose and send a direct email to that individual.
Note: This option is not available for deactivated users.
To email a user:
- Go to Admin > Manage > Users.
- Select the username to open their profile.
- Select Email user.
- Compose your email in the Admin Email tool.
- Send the email.
Closing an account
Members can close their accounts by going to their profile Settings. When an account is closed, a user's profile, submissions and comments are not visible in the community. Individuals can create new accounts with the same email address.
To take action and close a user's account:
- Go to Admin > Manage > Users > Edit.
- Select Close Account.
- Confirm you have read the description.
- Select Close Account.
Data storage
When an account is closed, all user-related information is completely removed from the community. Any posts or activities previously done by the user will be displayed as a "Deleted Comment" from a user called "Deleted User." However, for legal reasons, the following information will still be accessible in the Admin, specifically if the member has made any submissions within the community.
- Email address
- User alias
- Dates of logins
- IP addresses
- All submissions
- All tags
- All policies the user agreed to