User Management

Introduction

Website's users may include leaders, executive members and administrators. Users may be assigned the rights to view and/or administer website pages.



Workflow

There are two ways in which a user may be setup.


Pre-register Users

Leaders may be pre-registered and invited to complete their registry.


Site Admin

  • Add user in user Management + click [save & send invitation email]

User

  • Received invitation email
  • On Login page, enter email address + click [request registry]
  • User receives password in email
  • On Login page, enter email address and temporary password + click [Login]
  • Enter a new password + click [change password & login]

User Requests Registry

A site visitor may request registry from the Login page.


User

  • Enters email address + [request registry]
  • This will send a registry request email to Site Admin user(s)

Site Admin

  • Receives registry request email
  • Add the user in User Management + [save & send invitation email]
  • This will send an email to the new user to indicate that they may know complete their registry

User

  • Received invitation email
  • On Login page, enter email address + click [request registry]
  • User receives password in email
  • On Login page, enter email address and temporary password + click [Login]
  • Enter a new password + click [change password & login]



User Management Page

Site Admin users will find the User Management page on the Admin menu. This page allows the creation of user logins for leaders, etc.

User Management List

Click an [Amend] button to view, update or delete a user's details.

Click the [Add New] button to add a user to your site.

The Search box and button allow you to filter the users listed. Any user with the text within thier first name, surname, first and surname combines or email address will be listed.




User Details

Your package level will dictate which tabs and fields you see here.

User Details Header Tab

The Header Details tab contain the personal and contact details of the user.

The Email address is mandatory and will become the user's username. Once the user is created, it is not possible to change the email address.

Where present, the [Import] button may retrieve the user details from a child group that also has a Scouts Online website.

The First Name and Surname fields are mandatory.

The Telephone No. and Mobile No. fields may be displayed when drilling down to the user from within a Meet The Team page, if your website package level includes this feature.


The Privacy Settings fields allow you to hide personal and contact details from public viewing.


The Biography space allows you to provide more information about the leader when a website visitor clicks the user's photograph/image in the Meet The Team page.


Don't forget to click the [save changes] button on the Header Details tab after making changes.

NB. If the user exists in a child Group, changing details in this tab will also affect the user's details in the group. This ensures that user contact details are consistent and reduces duplication of changes.

Clicking the [save & send invitation email] on the Header Details tab will send an email to the new user, to indicate that they may now complete their registry and login.

Clicking the [cancel] button will take you back to the users list.

The [delete] button will remove the user. If the user also exists in a group, the [delete] button will only unlink the user from your District/County. It will not affect the group's website.




Role & Website Rights Tab

Depending on your package level, you may see the Team selection bar at the top of this page. It is possible for a user to exist in a District/County and within a group in that District. For instance, an ADCB may also be a BSL in a group. This selector allow you to create/edit a link to each and manage their role and Team Membership in each.

District / County User Details

District User Details

Scouting Role Details

For commissioners, executive members, advisors or Scouters, populating the Scouting Role and ticking a Team List field will show the user in the appropriate Meet The Team table.

The user's Scouting Role may be selected from the list, but the actual description of the role MAY be overridden by populating the Role Description field.

Ticking the About Menu field will show the user in the /About/Meet The Team page. Where the Specific Role Description is set, this will be shown instead of the Role Description or Scouting Role.

Ticking the Training Team field will show the user in the /Members/Adult Training page. Where the Specific Role Description is set, this will be shown instead of the Role Description or Scouting Role.

Ticking the Advisor Team field will show the user in the /Members/Adult Resources page. Where the Specific Role Description is set, this will be shown instead of the Role Description or Scouting Role.

Ticking the Appointments Team field will show the user in the /Members/Adult Appointments page. Where the Specific Role Description is set, this will be shown instead of the Role Description or Scouting Role.

Ticking the Directory field will show the user in the /Members/Directory page. The Role Description or Scouting Role will be shown.


Website View and Administrative Rights

These field affect the user's ability to view or administer content on your website. They do not affect child group websites.

The Site Admin field defines whether the user is able to change all site content and settings.

The Content Contributor field is a step down from a Site Admin user. It doesn't allow the user to change website settings, page images, text, etc., but does allow them to create News/Blog articles, Events and Photo Albums.

If the Content Edit Mode tick box, Site Admin users will see [Edit] buttons when viewing site pages to enable content management. This will be ticked automatically when saving a new Site Admin user.

The Generic User field allows you to create a user for all leaders to use. E.g. DistrictLeaders@hotmail.co.uk. When ticked the user will not be able to change the password or be offered the forgotten password functionality. If you would like to change the password from time-to-time, un-tick the field, save the user, logout and then use the forgotten password button from the /Members/Login page.


Where the [save changes] button is displayed, it's important to click it. Where not displayed, changes will be saved when clicking the [Save Changes] button on the Header Details tab will save all changes.

Where displayed, the [delete] button will remove the user link to your District, without affecting their link to a group. This would therefore still show the user within the group's section of the /Members/Directory page.



Group User Details

To add a group role to an existing District user, select the group from the drop-down-list, enter their role and team membership details within the group and click the [save changes] button. The user will then be shown as a member of the group in the /Members/Directory page.

Group User Details

Scouting Role Details

For group leaders or executive members, populating the Scouting Role and ticking a Team will show the user in a Meet The Team page.

The user's Scouting Role may be selected from the list, but the actual description of the role MAY be overridden by populating the Role Description field.

The Team Membership tick box fields should be ticked if the user is a leader within each/any of the sections/group.


Website View and Administrative Rights

These field affect the user's ability to view or administer content on your website. They do not affect your District or County website.

The View column defines which private sectional pages the user will be able to see.

The Admin column defines which sections the user will be able to maintain content for. Site Admin indicates that the user will be able to amend all site content and will receive all contact form details via email. In the example above, the user will only be able to maintain content within the /Sections/Beavers/ pages.

If the Content Edit Mode tick box is ticked, Site or Section Admin users will see [Edit] buttons when viewing site pages to enable content management. This will be ticked automatically when saving a new user with Section or Site Admin rights.

The Generic User field allows you to create a user for many parents or leaders to use. E.g. 1stScoutParent@hotmail.co.uk. When ticked the user will not be able to change the password or be offered the forgotten password functionality. If you would like to change the password from time-to-time, un-tick the field, save the user, logout and then use the forgotten password button from the /Members/Login page.


Click the [save changes] button to save details.

NB. If the group also has a Scouts Online website, adding/updating a user here will affect their role and team membership, but will NOT affect their ability to login and view private content.

Clicking the [delete] button will remove the link to the group - without actually removing the user record.




Photographs Tab

Add New User

The Photograph tab allows an image to be uploaded/assigned to the user. For more information about this tab, please refer to the File Manager documentation.