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Mode: Organisation

Menu: Users -> User List

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 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 Maintenance 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 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
USER MANAGER	Access to create and maintain other users. Warning - any user who has this role can effectively then grant themself any other role.
CONTENT MANAGER	Website content related maintenance (e.g. create and maintain Html content, home page, News, Events, Slideshow Galleries).
RESULTS MANAGER	Competition results related maintenance (e.g. clubs: results and scores update, associations: match confirmation, exception reports etc).
PERSON MANAGER	Creation, editing, deleting of person records - eg Players, Contacts, Umpires and tasks related to person records.
EMAIL SENDER	Sending of email messages (exception: SITE MANAGER can also send Fantasy League messages).
SMS SENDER	Sending of SMS messages Ordering SMS credits
FINANCIAL MANAGER	Access to tasks relating to financial information - e.g payments/subscriptions made by players or other people in the system. Additional 'special' roles that are not available in all cases:
SYSTEM ADMIN	Access to high level system administration.
ADMINISTER CHILD	A user within a organisation which manages competitions between other 'child' organisations to 'administer' a child organisation without requiring a separate login to that organisation. For example, an association user with the role can 'administer' one of its participating clubs directly (from the dropdown list on the administration home page). See below for more information about administering child organisations.

1. Each role is independent of each other - a "super user" (ie a user able to do anything) should be a member of all the above roles. It is highly recommended that each
  organisation has at least two such users, so that if one user locks themself out, the other can reset the account.
2. If a user attempts to access a screen without being a member of the appropriate Role, they will be redirected to a 'No Access' screen.
3. Setting a user to be the 'Principal User' automatically assigns all user roles to the user.

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 to the person record?
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.

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
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:

Select the Lock account action and click Go
Click OK to the confirmation message box to lock the account. The user will not be able to login to the system.

To unlock a locked user:

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