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A 'User' mean someone that is able to login to theSportzVault Administration web site for and carry out certain administrative tasks. A user account can have one or more User Roles assigned which gives the ability to carry out different tasks, and/or access different parts of the administration site.Any Any number of user accounts can be created within an organisation. For example, a club may wish to set up a different user to enter results for each of its teams different users to help maintain the website content. 
Create or Adjust permissions of a User
The User
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The Users for your organisation are presented as a list in table form. The columns areMaintenance screen lists all Users currently created within the organisation.
- To Edit a User click the Edit link next to the User's name.
- To Add a New User click ?Add New User. The Edit User screen will appear, requesting the following information:
- Enter a Login ID
- Enter the User's Name
- Enter a valid email address for the User
- Select the Roles for the User to administer. *System Admin will automatically select all roles
- Select the Grades for the user to administer, either individually or select All Grades
- Select the level of Person Role Access for the User to administer, either individually or select All Grades
- Click Update to save the New User. A welcome email will be sent to the email address provided.
The following information is required to create a user account:
Login ID
This is the ID used to log in to the system (by also providing
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User Name, Email
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The full name and email address of the user.
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Last Login
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The date/time that the user last successfully logged on to the system.
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Status
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See below for more information about delting and undeleting user accounts.
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An organisation can only have one principal user at one time.
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Edit
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Click the link to edit the user account.
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Actions
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One or more actions are available, depending on the current status of the account. Select an action from the dropddown list and click the Go button. Actions are described further below.
Edit/Create New User
Refer to ?Create new user
Actions
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a password). An ID must be at least 4 characters long, and can only contain alphanumeric characters (i.e. letters and numbers) however it cannot contain only numbers. IDs are unique throughout the system, so you cannot create an ID that is already in use.
Examples of valid IDs: mylogin, mylogin1, my1login, 1mylogin
Examples of invalid IDs: myl, 1234, 123456
Note that when logging in, the ID is not case-sensitive, however the password is case-sensitive.
User Name
Name of the user.
User Email
Valid email address of the user. You can enter up to 3 addresses separated with a semi-colon ; Ensure there are no spaces entered.
For example: myaddress@example.com;anotheraddresss@example.com
When creating a new user, optionally check the Send user welcome email checkbox, which will email a welcome message to the new user containing the ID and password, and in most cases, a PDF Getting started guide.
Permissions & types of admin users
| SITE MANAGER | Higher level website and competition related maintenance which is typically related to 'setup' or 'configuration' tasks |
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| USER MANAGER |
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| CONTENT MANAGER |
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| RESULTS MANAGER |
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| PERSON MANAGER |
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| EMAIL SENDER |
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| SMS SENDER |
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| FINANCIAL MANAGER |
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| SYSTEM ADMIN |
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| ADMINISTER CHILD |
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| Note |
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Grade Access
By default, a user has access to all grades that are relevant to their organisation. This can be restricted as follows:
- Click the Select Grades radio button
- Select one or more grades from the Available Grades list box
- Click the Add button
A user which has restricted grades assigned will only see their 'allowed' grades in any grade dropdown list (e.g. within the selector bar on most pages - in which case an asterisk * will appear next to the grade dropdown list to indicate this) , and otherwise will not have access to any restricted grades.
If new grades are added to the organisation (e.g. in a new season), any users that have the Select Grades radio button selected will not automatically have access to the new grade, and each affected user account will need to be edited to add the grade (if applicable). Users that have the _ No restriction_ radio button selected automatically have access to all grades, including new ones that are added from time to time.
Example usage
- A club restricting a user to a single grade so that he/she can only enter results for that grade (e.g. 'team managers')
- An association restricting a user to a single grade so that he/she can only review/lock results for that grade
Person Role Access
By default, a user has access to all person records within their organisation irrespective of the Person Roles (eg PLAYER, CONTACT) the the person record has. This can be restricted as follows:
- Click the Select Person Roles radio button
- Select one or more Person Roles from the Available Person Roles box
Note: it is possible to select ALL roles of a particular type, or specific sub-roles. For example, ALL PLAYER ROLES will allow sub roles such as PLAYER:SENIOR, PLAYER:JUNIOR. If both ALL PLAYER ROLES and (e.g.) PLAYER:SENIOR was selected, then ALL PLAYER ROLES would take precedence. NO ROLES should be selected where the user requires access to records with NO ROLES (eg past players). - Click the Add button
A user which has restricted Person Roles assigned will not be able to access any person record for editing or viewing which does not hold at least one of their allowed roles. These records would also have personal information obscured in any person list for that user.
Examples:
User's 'allowed' Person Roles | Person has these roles | Does user have access |
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ALL PLAYER ROLES | PLAYER:SENIOR, COACH:SENIOR | YES |
PLAYER:SENIOR | PLAYER:SENIOR, COACH:SENIOR | YES |
PLAYER:JUNIOR | PLAYER:SENIOR, COACH:SENIOR | NO |
ALL PLAYER ROLES | (No roles) | NO |
ALL PLAYER ROLES,NO ROLES | (No roles) | YES |
*Note: Grade and Person Role access works on top of User Roles. A user will still require the applicable user role (e.g. RESULTS MANAGER or PERSON MANAGER) in order to access various administration pages.
More information about administering child organisations
When a user administers a child organisation the following happens:
- User roles EMAIL_SENDER, SMS_ SENDER, FINANCIAL_MANAGER, CONTENT_ MANAGER are removed. For example, the user will not be able to send email while administering the child organisation.
- Any grade restrictions are carried across.
- Grades are further restricted to the grades managed by the user's organisation. For example, CLUB C belongs to ASSOCIATION A which has grades G1 and G2 and ASSOCIATION B which has grades G3 and G4. Club A participates in grades G1, G2, G3 and G4. A user from ASSOCIATION A administering CLUB C will only have access to grades G1 and G2.
- A user with 'unrestricted' Person Role access can only access PLAYER type roles in the child organisation.
- A user with restrictions on Person Role access can only access the PLAYER type roles in the child organisation that are in their 'allowed' list (and no other types of roles).
When the user returns to their own organisation, all their normal access is restored. The above restrictions do not apply for any user that has the special SYSTEM ADMIN User role.
More actions toward admin users
Delete a User
Select the Delete User action and click Go Click OK to the confirmation message box to delete the user.
Info - You cannot delete yourself or the Principal User.
- If the account has been logged in to, it may not be possible to completely remove the account. In this case it is marked as deleted. These sort of deleted accounts can be displayed in the User List by checking the Show Deleted accounts check box.
Restoring (UnDeleting) a User
Note: Display deleted user accounts in the User List by checking the Show Deleted users checkbox.
Select the UnDelete User action and click Go
Info Accounts that were completely removed when initially deleted (see above) cannot be restored.
Resend welcome email
When a user account is created, an email is sent containing the user's login details, information about how to log in, and in most cases a PDF 'Getting started guide'. This email can be resent to the user at any time.
- Select the Resend welcome email action and click Go
Locking or unlocking a User account
A User who has more than successive login failures will be automatically locked, and cannot log in to the system. This is to prevent hacking attempts. Any account can be manually locked also. This may be useful for temporarily disabling a login, without deleting the account.
To lock an account:
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- Select the UnLock account action and click Go
- This will unlock the account, but leave the user's password unchanged. It will then send an email notification to the user with a password reminder.
Reset a Password
You can reset a User's password (i.e. change it to a random password) regardless of whether the user is locked (although you would normally only do this on a locked account).
- Select the Reset Password action and click Go
- Click OK to the confirmation message box to reset the password. The password will be set to a random password which will be emailed to the user. The user will need to change that password the next time they login.
Change the Principal user
- Select the Set as Principal user action and click Go