Create a New User Account
Administration > Setup Users Accounts
Use this method when you just have a few new user accounts to create.
To create a new user, click the Create User button on the right above the Setup Users Report.
The Setup Users form will display.
Please see the field descriptions below for more details about the information needed to create new user accounts.
External ID: This ID is the number that is assigned by the external system to identify a user’s profile in the external system. This is required when integrating with an external system and only displays when integration is in place.
First Name: The user’s first name is required to create a new user account.
Middle Name: Enter the user’s middle name, if provided. This is optional.
Last Name: The user’s last name is required to create a new user account.
Date of Birth: Click the calendar icon to select the date of birth for the new user or enter the date in the MM/DD/YYYY format.
Email: A valid email account address is required to create a new user account. This will be the user’s login ID.
Title: Enter the professional title of the new user, if provided. This is optional.
Department: Enter the name of the department for which the new user works, if applicable.
Work Phone: This field is required to create a new user account. First, select the code for the country from which the phone number originates. Next, enter the phone number including the area code, as applicable.
Cell Phone: Enter the user’s cell/mobile phone number, if provided.
Role Type: This is required and three pre-defined role types are setup. Organization admins can create additional role types to accommodate specific needs.
The three standard role types are:
Global Admin – This role type has full administrative rights within the CommunityForce application program to view, make changes, and delete items. You are only allowed to have Global Admin accounts for the number of licenses you have purchased. Therefore, when creating users, you cannot create additional Global Admin accounts unless additional licensing has been purchased.
Reviewer – This is a committee member that will be reviewing an applicant in the evaluation and scoring process. The reviewer has access to review applicants using the Review Applicants option on their Home dashboard. A reviewer can only view applicants that have been assigned to them in the Evaluation Assignment Process.
Applicant – The applicant profile has access to the Applicant’s dashboard only.
Click the field to open the dropdown list of available role types. Click the role type to select it.
Type: This is the organization code created in Administration/Site Settings. Type is used when creating accounts for external site integration and to identify accounts as members of that external site or non-members of that site. If not using integration leave the defaulted value selected.
Sponsoring Organization: If your organization has separate sponsoring organizations or departments for which they maintain applications and funding sources, choose the sponsoring organization or department that the user profile needs to be identified with. This will limit the user’s access to only the application/fund information for organizations and departments checked in this field.
Assign Password Manually? Click this box to assign a password to the user while creating the account.
If not checked the system will generate a temporary password for the user.
If checked a field will open up to enter the Password. Enter the password the user must use to login to the system the first time. The password will be included in the notification email sent to the user.
Note – Once a password is created, you will not be able to see the password or have access to any of the passwords listed in the data grid. It is important that you remember the password as you will not be able to retrieve it or view it later.
Send Authentication Email?: Click this box to send a notification email to the new user once the account is created. The email will contain a link to the login URL and the user’s new account information (username and password.) If you do not select this you will be responsible for providing the applicant with their login information.
To view the email that is sent to the user, see Administration > Notification Center > Templates: Password: New account confirmation. **It is important to edit this template before setting up your users. If you want them to receive their login id and password information in that the email template, make sure the actual template has those two merge fields added to the email.
Active: Click this box to make the user active. If checked, click the box to uncheck and inactivate the user, if required.
Click Save to create the new user account and remain on the Create User Account page. Click Save & Exit to create the new user account and return to the Setup Users Report page. Click Cancel to abandon any changes made to the form and remain on the Create User Account page. Click Exit to return to the Setup Users Report page and any changes made to the form will be lost.
Make changes, as necessary, then click Save to record the changes and remain on the form or click Save & Exit to record the changes and return to the Setup Users Report page. Click Cancel to clear all values from all fields. Click Exit to abandon any changes made and return to the Setup Users Report.