Add a New User and Admin to EveryAction
© 2024, Caitlin Lee Consulting, LLC.
Team Account
21 steps
1
The purpose of this guide is to cover how to create a new user and the steps needed to grant a user admin permissions in your database. Administrator user profiles have access to all data and features and can grant permissions and access for other users. *CLC requires this level of access for most consulting projects.*
For more information, see the EA help article [How to: Create User Accounts](https://help.bonterratech.com/everyaction/s/article/2176285-creating-user-accounts). For information on a breakdown of user roles in EA and their corresponding access, see the EA help article [Overview: User Roles in EveryAction](https://help.bonterratech.com/everyaction/s/article/Overview-User-Roles-in-EveryAction). If your organization uses User Profiles, assign a profile used by your data administration teams, or request an update to a Database Administrator (DA) profile from EveryAction support. See more at [How to: Create or use User Profiles in EveryAction](https://help.bonterratech.com/everyaction/s/article/2770290-user-profiles-overview)
Adding a New User
Please note that you must have a higher user permission level than the user profile you intend to edit or create, and you both must have access to the same committee.\ \ If not, you will need to have someone with higher permissions than you to do the task or grant permissions.
2
Click into the SEARCH FOR A PAGE search bar located in the upper left-hand corner and type "users." Click when it populates.
3
Click ADD NEW USER.
4
Complete FIRST NAME, LAST NAME and EMAIL ADDRESS fields to add the new user's contact information.
After confirming their email address, the new user will create or login with their own ActionID account.
5
Click the checkbox next to SEND A COPY OF THIS EMAIL TO YOURSELF to send a copy of the email to yourself.\ \ You might want an email record of new users that you have added or use the copy for other record-keeping purposes.
Adding User Details
6
Click into the COMMITTEE dropdown and select which designation you'd like to grant access to. For instance, c3 users might not have access to c4 or PAC designations and vice-versa. If you're not sure which designation someone should have access to, check with your data director/admin.
7
After selecting the COMMITTEE, you will be prompted to select or create an ACCOUNT NAME.
The account name will be visible on the options menu that appears after the user clicks on their name in the upper right-hand corner in EA.
8
Click into USER PROFILE and select which profile the new user should belong to.
A User Profile is an easy way to assign permissions to individual users in your org.\ \ In some instances, depending on your EveryAction package, you may be able to edit/create custom User Profiles. If you login to EveryAction through app.everyaction.com, you will not have access to User Profiles. \ \ For more information about User Profiles here, see the EA help article [How to: Create or use User Profiles in EveryAction](https://help.everyaction.com/s/article/2770290-user-profiles-overview).
If creating a user account for someone who needs Admin access, select the profile that most closely matches the user permissions you need. Typically, development profiles have the highest access while volunteer profiles have the most limited access.\ \ Only EveryAction support can grant Admin permissions to a user account. The steps to do so are covered later in the guide.
Additional Activation Options
9
Optional: If you are preemptively creating this user profile but you aren't ready to grant permissions yet, check the box next to ACTIVATE THIS USER ACCOUNT AT A LATER DATE and then click the calendar icon to select the date for when you would like the user profile activated.
10
Optional: Check the box next to EXPIRE THIS ACCOUNT AFTER A SET AMOUNT OF TIME.
Selecting EXPIRE THIS ACCOUNT AFTER A SET AMOUNT OF TIME allows you to add a temporary account for consultants, for example.
11
In the first dropdown, select a number ranging 1-50. In the second dropdown, select the period of time.
Activating the User Account
12
Once your User Details section is completed, click CREATE USER. Please note that clicking CREATE & ADD ANOTHER will auto-populate these settings so that another user can be added in the same way.
New User Joining EA
This is how the EA email invitation will appear. It will include the organization as well as the designation info. \ \ It provides a link for logging in later and advises that the link will expire in 48 hours. See steps below for how to re-send the invitation.\ \ We recommend that the new user bookmarks the link for the homepage of EA when they accept the invitation.
Onboarding New Clients and Requesting Admin Permissions
Please note that the new user will need to have answered their email and created a login for this next part to take place.
13
Now that you have created the user profile for the user you want to be made into an admin, you will need to send an email to [help@everyaction.com](mailto:help@everyaction.com) and/or [[support@everyaction.com]] asking support to add users as admins.\ \ You should have already received an email from someone on the CLC team (probably the Project Lead), indicating who on the CLC team should be added as administrators. This information will include team member names and emails to be provided to support.
The email to support should read something along the lines of: SUBJECT LINE: Users to update as Admins\ \ "Hi Support, We have members on our team that needs to be added to our EveryAction account as “Administrators”. Please add the following people as administrators to our EveryAction database: - Caitlin Lee ([caitlin@caitlinelee.com](mailto:caitlin@caitlinelee.com)) - \[name (email)\] - \[name, (email)\] As always, please let me know if you have any questions. In solidarity, \[your name\]
When EA grants admin status, a confirmation email of the changed user status from EA will be sent to the user. \ \ They will also be prompted to set up two-factor authentication.
Two-factor authentication requires the user to install an authenticator app on their mobile device. This is part of the set up process. They can enter the verification code and, depending on their browser, enable trusted browser. Then they won't have to use two-factor every single time they log in.
Editing Users and Users Main Page
14
Click into the left-hand search bar, type "users" and select it when it populates.
15
On the Users Main Page, click the user whose profile you'd like to edit.
16
On the right hand side of the user's profile page, you can edit information regarding Status, Name and Additional Contact Information.\ \ You can also add or delete committee access.
17
To resend the ActionID invitation, click MORE in the upper right hand corner then click SEND ACTIONID INVITATION.
18
Send the new user invitation to a different email or use the same one as before and then click SEND. Best practice is to check the box next to SEND A COPY OF THIS EMAIL TO YOURSELF. This is especially helpful if the email doesn't send because of an EA glitch.
19
On the User Main Page, check the box next to a user name(s) to perform "Quick Actions" such as: - Email Users - Export Users - Add/Remove User Committees - Add/Remove User Groups
20
Click the dropdown for QUICK ACTIONS and select the action you'd like to use.\ \ The options vary on your user permissions.
21
Congratulations, you now know how to add a new user and upgrade to admin permissions!
Add a New User and Admin to EveryAction
© 2024, Caitlin Lee Consulting, LLC.
Team Account
21 steps
1
The purpose of this guide is to cover how to create a new user and the steps needed to grant a user admin permissions in your database. Administrator user profiles have access to all data and features and can grant permissions and access for other users. *CLC requires this level of access for most consulting projects.*
For more information, see the EA help article [How to: Create User Accounts](https://help.bonterratech.com/everyaction/s/article/2176285-creating-user-accounts). For information on a breakdown of user roles in EA and their corresponding access, see the EA help article [Overview: User Roles in EveryAction](https://help.bonterratech.com/everyaction/s/article/Overview-User-Roles-in-EveryAction). If your organization uses User Profiles, assign a profile used by your data administration teams, or request an update to a Database Administrator (DA) profile from EveryAction support. See more at [How to: Create or use User Profiles in EveryAction](https://help.bonterratech.com/everyaction/s/article/2770290-user-profiles-overview)
Adding a New User
Please note that you must have a higher user permission level than the user profile you intend to edit or create, and you both must have access to the same committee.\ \ If not, you will need to have someone with higher permissions than you to do the task or grant permissions.
2
Click into the SEARCH FOR A PAGE search bar located in the upper left-hand corner and type "users." Click when it populates.
3
Click ADD NEW USER.
4
Complete FIRST NAME, LAST NAME and EMAIL ADDRESS fields to add the new user's contact information.
After confirming their email address, the new user will create or login with their own ActionID account.
5
Click the checkbox next to SEND A COPY OF THIS EMAIL TO YOURSELF to send a copy of the email to yourself.\ \ You might want an email record of new users that you have added or use the copy for other record-keeping purposes.
Adding User Details
6
Click into the COMMITTEE dropdown and select which designation you'd like to grant access to. For instance, c3 users might not have access to c4 or PAC designations and vice-versa. If you're not sure which designation someone should have access to, check with your data director/admin.
7
After selecting the COMMITTEE, you will be prompted to select or create an ACCOUNT NAME.
The account name will be visible on the options menu that appears after the user clicks on their name in the upper right-hand corner in EA.
8
Click into USER PROFILE and select which profile the new user should belong to.
A User Profile is an easy way to assign permissions to individual users in your org.\ \ In some instances, depending on your EveryAction package, you may be able to edit/create custom User Profiles. If you login to EveryAction through app.everyaction.com, you will not have access to User Profiles. \ \ For more information about User Profiles here, see the EA help article [How to: Create or use User Profiles in EveryAction](https://help.everyaction.com/s/article/2770290-user-profiles-overview).
If creating a user account for someone who needs Admin access, select the profile that most closely matches the user permissions you need. Typically, development profiles have the highest access while volunteer profiles have the most limited access.\ \ Only EveryAction support can grant Admin permissions to a user account. The steps to do so are covered later in the guide.
Additional Activation Options
9
Optional: If you are preemptively creating this user profile but you aren't ready to grant permissions yet, check the box next to ACTIVATE THIS USER ACCOUNT AT A LATER DATE and then click the calendar icon to select the date for when you would like the user profile activated.
10
Optional: Check the box next to EXPIRE THIS ACCOUNT AFTER A SET AMOUNT OF TIME.
Selecting EXPIRE THIS ACCOUNT AFTER A SET AMOUNT OF TIME allows you to add a temporary account for consultants, for example.
11
In the first dropdown, select a number ranging 1-50. In the second dropdown, select the period of time.
Activating the User Account
12
Once your User Details section is completed, click CREATE USER. Please note that clicking CREATE & ADD ANOTHER will auto-populate these settings so that another user can be added in the same way.
New User Joining EA
This is how the EA email invitation will appear. It will include the organization as well as the designation info. \ \ It provides a link for logging in later and advises that the link will expire in 48 hours. See steps below for how to re-send the invitation.\ \ We recommend that the new user bookmarks the link for the homepage of EA when they accept the invitation.
Onboarding New Clients and Requesting Admin Permissions
Please note that the new user will need to have answered their email and created a login for this next part to take place.
13
Now that you have created the user profile for the user you want to be made into an admin, you will need to send an email to [help@everyaction.com](mailto:help@everyaction.com) and/or [[support@everyaction.com]] asking support to add users as admins.\ \ You should have already received an email from someone on the CLC team (probably the Project Lead), indicating who on the CLC team should be added as administrators. This information will include team member names and emails to be provided to support.
The email to support should read something along the lines of: SUBJECT LINE: Users to update as Admins\ \ "Hi Support, We have members on our team that needs to be added to our EveryAction account as “Administrators”. Please add the following people as administrators to our EveryAction database: - Caitlin Lee ([caitlin@caitlinelee.com](mailto:caitlin@caitlinelee.com)) - \[name (email)\] - \[name, (email)\] As always, please let me know if you have any questions. In solidarity, \[your name\]
When EA grants admin status, a confirmation email of the changed user status from EA will be sent to the user. \ \ They will also be prompted to set up two-factor authentication.
Two-factor authentication requires the user to install an authenticator app on their mobile device. This is part of the set up process. They can enter the verification code and, depending on their browser, enable trusted browser. Then they won't have to use two-factor every single time they log in.
Editing Users and Users Main Page
14
Click into the left-hand search bar, type "users" and select it when it populates.
15
On the Users Main Page, click the user whose profile you'd like to edit.
16
On the right hand side of the user's profile page, you can edit information regarding Status, Name and Additional Contact Information.\ \ You can also add or delete committee access.
17
To resend the ActionID invitation, click MORE in the upper right hand corner then click SEND ACTIONID INVITATION.
18
Send the new user invitation to a different email or use the same one as before and then click SEND. Best practice is to check the box next to SEND A COPY OF THIS EMAIL TO YOURSELF. This is especially helpful if the email doesn't send because of an EA glitch.
19
On the User Main Page, check the box next to a user name(s) to perform "Quick Actions" such as: - Email Users - Export Users - Add/Remove User Committees - Add/Remove User Groups
20
Click the dropdown for QUICK ACTIONS and select the action you'd like to use.\ \ The options vary on your user permissions.
21
Congratulations, you now know how to add a new user and upgrade to admin permissions!
