Tier: Basic, Professional, Enterprise

Overview

The User and Group Management tool is a feature that allows a Site Administrator to provision users, create teams for collaboration, and assign access to tools like Customer Analytics. Some of the things that you can manage with the User and Group Management tool include:

• Sharing of Favorites and Program Notes
• Sharing of Seeker navigation information such as Referrals and Assessments
• Managing access to aggregate or PII Reporting

Table of Contents

• Accessing the Tool
  • Group Managers
• Groups Overview
  • Standard Groups
  • Team-Based Groups
  • Creating Groups
  • Deleting Groups
  • Managing Group Members (Group Manager Functionality)
    • Group Manager Training Video
• Users Overview
  • Adding Users
  • Editing Users and Their Groups (Site Admins only)
  • Removing Users
  • User Status Definitions

Accessing the Tool

You as a Customer will decide who your Site Admin should be and your Customer Success Manager can set them up in the system based on your specifications. 

Site Admins will have access to the full User and Group Management tool. To access:

1. Click on the Site Tools menu and select Site Tools.

2. From the Site Tools page, click Manage users and groups 

 

Group Managers

Group managers are a distinct class of users who can add and remove users from their groups but don’t have access to Site Admin privileges or users outside their group(s).

Group Managers will only have access to the groups dashboard to see and manage their own groups. Group Managers will not be able to access the Users tab.

Group Managers can:

• View users in their Group, including fellow Group managers (but not users outside of their Group)

• Add preexisting users who already have accounts on subdomain to their Group via email lookup

• Create new accounts for users who do not already have accounts on that site

• Remove users from their Group (but not cannot deactivate or lock users)

• Assign other Group managers for their Group

Assigning Group Managers

Once the Group has been made and users have been added to the Group, Site Admins or Group Managers can assign (other) Group Managers within that Group by clicking the Group Manager checkbox.

 

Groups Overview

Groups give access to different site tools available on your platform. Some groups are standard. Other team-based groups can be created for additional collaboration.

 

Standard Groups

The following groups come standard for each Customer and can be assigned to any provisioned user:

• Site Admin - Access to the Site Management Tools including:

  • User and Group Management Tool

  • Featured Programs Tool

• Aggregate and PII Reporting Access - Access to Site Analytics that includes both aggregate reports and reports that contain Personal Identifiable Information (PII) such as names and email addresses.

• Aggregate-Only Reporting Access - Access to aggregate Site Analytics only

• PII-Only Reporting Access - Access only to Site Analytics that contain PII

Note: You only need to assign one reporting group. If a user should see all aggregate and all PII reports, assign the Aggregate and PII Reporting Access group.

 

Team-Based Groups

Team-based groups can be set up for collaboration. Users in any group can:

• Share Program Notes
• Share Favorite folders

When setting up a group, the Site Admin can elect to turn on Team Navigation. Team Navigation automatically shares all navigation activity with other members in that group. This feature is designed for care teams that share referral or navigation information across their team.

When enabled, Team Navigation automatically shares the following information with other members in that group:

• Submitted Referrals
• Submitted Assessments
• Navigation Notes
• Goals

If a user is in two groups with team navigation enabled, those actions will be automatically shared to all members in both groups.

 

Creating Groups

To set up groups, Site Admins will click on the clipboard icon on the left menu to open the Groups Dashboard.

To add a group, click the plus sign on the right. Enter the information about the group and choose the permissions.

 

Sharing Favorite Folders and Notes: All groups will automatically allow staff to share favorites and notes with each other. 

Team Navigation is designed for case management teams and other organizations that share referral or navigation information across their teams.

 

Deleting Groups

Please reach out to your Customer Success Manager to delete a Group from the Groups Dashboard.

Site Administrators and Group Managers can edit group, though what they can edit depends on their role:

Action	Group Manager	Site Admin
Create/add Workers to their Group	✅	✅
Remove Workers from their Group	✅	✅
Assign Group Managers within their Group	✅	✅
Deactivate or lock a User		✅
Enable/disable Team Navigation		✅
Create or delete a Group		✅
Update Group name		✅
Update Group description		✅

To edit a group:

1. Highlight the group you want to change on the group dashboard.
2. Click the pencil icon at the top of that user preview (you may need to scroll up).

Group Manager Training Video

Watch this 2 minute video on how group managers can edit and update groups:

 

Adding Workers to a Group

To add a Worker to the Group:

1. Select the group to which you want to add the Worker.
2. Click the pencil icon to edit the group.
3. Click Add User
4. Enter the user’s email address, and click Add to Group.
5. To add multiple users, enter multiple addresses separated by a comma.

If users are already Workers on the site, they will be added to the Group.

If users are not yet Workers on the site, you will be prompted to add them by filling in their required information and clicking Invite.

Users will receive an email to validate their account. Once validated, their Worker status will change from pending to active and they will be a part of the Group.

Site Admins may also use this view to add multiple users at once.

Users Overview

Use the User and Group Management tool to create users who are provisioned for your site. Site Administrators will have access to the Users Dashboard where they can provision users to have access to additional tools like Assessments and Guided Search. Site Administrators can provisioned users to team-based groups and allow them to share Favorites and Notes, and even navigation history, with each other.

Group Managers may also manage group membership, but must do so from the Groups Dashboard.

 

Adding Users

To provision users and make them workers:

1. Click the user icon from the menu on the left to open the User Dashboard.
   
2. Click the + on the right of the User Dashboard which will open a user form.
3. Fill out the contact information for your Worker.
   
   
   
4. Click Edit User's Groups and select the groups for that user.
   
5. Click Done to close the group selection menu.
6. Click Save to save the Worker's settings.

NOTE: When assigning Groups, they need to be set up in advance from the Group Dashboard.

 

Editing Users and Their Groups

To edit a User:

1. Highlight the user in on the User Dashboard.
   
   
2. Click the pencil icon at the top of that user preview (you may need to scroll up).
   
   

3. Make edits to their name, details or their groups.

4. Click Save.

NOTE: If you need to update an email address, please contact your Customer Success Manager, and we can make that update on the backend.

 

To edit multiple users:

1. Select the check boxes next to the name of the users you would like to edit.
2. Click the clipboard icon on the top right to add multiple users to a group.
   
   
3. Select the group to which you want to add.
   
   
4. Click Save.

Removing Users

To remove a single user, highlight the user in the User Dashboard and click the pencil edit icon (you may need to scroll up). Once the user form is open, there will be a trashcan on the top right. Clicking this will give you options for how you want to deactivate your user.

 

Best Practices For Deactivating Users

Lock Account - This is intended for organizations like hospitals, insurance companies, or other organizations where staff all work for the same entity.

Locking account keeps that user's activity, such as referrals, with the organization and shared with any Team Navigation groups, but restricts the user from being able to access it anymore.

Remove Permissions and Deactivate - This is intended for Community platforms where users from multiple entities are using the platform.

When you deactivate a user here, they are no longer a provisioned user for your site. This means that they will no longer be able to see Assessments or Guided Search, and will be removed from any groups so that they may no longer see Team Navigation activities. This also means that you can no longer access the work that they have done including any Team Navigation activities.

They will still be able to log into their account on that site and will retain access to referrals and notes. Favorites can be viewed on any site, including findhelp.org.

 

User Status Definitions

On the User Dashboard, there is a status for each user:

• Active users are live provisioned users for that site

• Pending means that they still need to approve their account either through the email link or by resetting their password.

• Inactive means that the Site Administrator clicked "Remove Permissions and Deactivate". This removes their provisioned status from the site and removes them from any groups, but they can still log into their account on findhelp.org and see the activities they've done

• The lock icon means that the site admin clicked to "lock" their account so that they cannot login again