Create and edit users

Administrators configure roles and permissions to control user's access. Two user roles can create and edit users:

  • Administrator: Full Access
  • Administrator: Security and Global Settings

Users and Roles page

The Users and Roles page shows all active and inactive users, user groups, and a fourth tab has a list of each role and the number of assigned users.

  • A variety of user roles are available ranging from the Default role (read-only to most features) to the Administrator: Full Access role (full access to all features). You can only assign one role to each user. 
  • The roles available vary based on your software subscription.
  • Administrators can create and manage Custom User Roles.
  • A spreadsheet is available to create multiple users at one time.

Create user

From the Settings menu (Gear button), choose Users and Roles.

A combination of user role and topmost selections provide users with customized access.

 

From the Active Users tab, choose Add User. For Pro and Express clients use the email address as the username.

add new user form

Security

  1. Decide if your organization requires a strong password.
  2. Set and confirm the temporary password for the new user. The user is required to change their password when they log in. This tab is hidden if your organization is using SSO.
  3. The automatically expire password value can be from 1 to 999 days.

Permissions

Set the user role, the recommended reports group, and bill approval limit.

Bill Approval Limit is used to limit the approval rights of a user. Credit bills are treated the same as debit bills, UtilityManagement uses the absolute value.

Add to user groups

A user can be a member of one or more user groups. 

All users are in the group Everyone.

You can share a dashboard, bill list, or report with one or more user groups.

You can manage user groups with a spreadsheet.

Assign topmost permissions

You can assign multiple topmosts for a user. This is where you assign the highest building, organization that a user can access. You make the same decisions in the accounting tree by selecting the highest cost centers a user can access.

With CarbonHub you also select one or more topmost cost centers for the user.

If you know what access the user needs you can set the topmost permissions manually for both trees.

If you know the permissions the user needs in one tree, set the permissions on one side and click the Match button on the complimentary tree and UtilityManagement automatically selects the matching objects. You can make further adjustments as needed.

You cannot edit a user's topmost permissions if they are higher than your assigned topmost.

Each topmost selection—facilities, accounting, collections—limits the user's access in each hierarchy. A user is not able to update the name or code of their topmost.

Edit a user

  1. Choose the user on the Active Users or Inactive Users tab. You cannot delete a user, instead you make them inactive.
  2. Use the pencil to edit.
  3. Click Save to finish.

*SSO users do not have password management options.

** UtilityManagement Pro and Express users cannot edit usernames and do not have access to Create Users and Edit Users setup spreadsheets.

Users with multiple topmost selections cannot be managed with an update users spreadsheet.

Make a user inactive

Change users to inactive when they no longer need access. This process maintains the userid and preserves the relationship of any objects the user created or modified.

Shared items owned by inactive users remain available for use.

When you make a user inactive they are immediately logged out.