For any users that have been granted User Management access, you'll be able to edit and adjust the permissions of users by clicking User Management on your left-hand toolbar.
From this screen, you will see all created users along with their associated emails and current status. Some of the different statuses are:
Active - The user has created a password and logged in
Pending Invite - The user has been sent an invite, but has not logged in. The user may have still logged in using their Google account or Outlook account.
Not Invited - The user is still pending invite from the User Manager and has not been sent an invite to join.
Locked - The user has been locked out due to too many invalid password attempts.
By hovering over the ... next to a user, you can edit their permissions and user role, send a password reset, resend an invitation, and archive a user
You can also checkmark several users and Send Invites in bulk or even Archive Users.
User Roles and Permissions
Our Platform features user roles that dictate which content areas are accessible by members of your staff.
The available roles are Super Admin, Admin, User, and Moderated User.
The included chart illustrates which sections are available for each role.
Note: All Roles can be given any permission, but the role chosen will grant more or less visibility to additional settings menus and options.
Super Admin
Super Admin
Super Admin is the highest permission level. Super Admins can change the largest amount of settings for users, the website, and the mobile app. It is recommended to only grant Super Admin permissions to a few high-level users.
Super Admin Capabilities:
Manage any user’s role, permissions, and the content they create (If given User Management)
Create, invite, edit, and delete other users (If given User Management)
Manage settings (Filters, Users, Forms, Social Media connections, Mobile App Pages, Dining settings, Calendar Sync settings, and CMS Pop Up content)
Admin
Admin
Admins are able to create and manage new users, but are unable to access global settings.
Admin Capabilities:
Create, edit, and delete content in designated sections
Create, invite, edit, and delete other users
Assign permissions to other users
User
User
User Capabilities:
Create, edit, and delete their own content in designated sections
Users can publish information in any section where they are granted permission with no immediate supervision.
Moderated User
Moderated User
Moderated Users serve the same purpose as User roles, with one major difference: Moderated Users require a moderator to approve all posts in Live Feed and News before they're made public. They can post content to any other sections where they are granted permission without the need for approval.
Moderated User Capabilities:
Once approved by a moderator - post content to the Live Feed and News sections
Create, edit, and delete their own content in designated sections other than the Live Feed and News
Creating New Users
To creating new users, within the User Management section choose Create User in the upper right corner.
Input user information: This will include First Name, Last Name, and Email. If an email is not available, be sure to check if the user has already been created, and if you still can't add the user, contact Apptegy Support.
Choose your user role: Choose your role between Super Admin, Admin, User, or Moderated User. For Super Admins and Admins, you may also choose to enable Global Posting, which will allow you to post to multiple orgs in one post, rather than having to post at each org individually.
Choose your permissions: Toggle the corresponding permissions for each of your users that you would like to provide access for. Each permission that is toggled on will become attached to the user's toolbar.
User Management: From here, you can choose if you would like a user to be able to have access to User Management, allowing them to send invites, archive users, or create new users.
For Rooms users, when creating a user, you may also toggle on Rooms Access, Classes Access, District Features, or Staff Access. The SIS ID will need to match the ID being provided through campus management.
For Engage users, when creating a user, you may also toggle on Brands, Audiences, and Newsletters.
Editing/Archiving Users
When users transition out of the system, you may want to archive their role. To archive a user, click the checkbox to the left of their name, after selecting more than one user a Bulk actions menu will pop out from the right side allowing you to Send invites, Revoke invites, Unarchive users, and Archive users.
This will prevent the user from logging in or being able to further access their account. If any user needs to be restored, use the upside down filter arrow to the right of the search bar then select User Status, then Show archived users.
Once you have selected the archived users that you would like to Unarchive, a right side Bulk actions menu will allow you to Unarchive those chosen.
Sending Invites or using Single Sign On (SSO)
Sending Invites
For users that need invites, you can either select the ... next to the users' names then click Send Invite, or checkmark your users and click "Send Invite" at the top.
Single Sign-On
For Gmail or Outlook accounts, users will be able to additionally sign in with the options below the login options. Once signed in, users can also add additional SSO options by clicking their username in the upper right hand corner, and clicking Link Account under their Facebook, Google, or Microsoft accounts.
Unlocking Users
When a user submits a bad password, they may find themselves locked out. You'll be able to identify the status by searching the user, which should show Locked in the User Status. This user will automatically unlocked after a 20 minute waiting period
At times, it may be beneficial to only search for specific types of users. By clicking the upside down filter arrow to the right of the search bar , you'll be able to search by User Status, Features, Roles, and Device Tokens.
Staff Role Type Suggestions
Staff Role | Apptegy Role | Permission |
IT Director |
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Administrators |
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Communication Director |
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Department Head | Moderated User | CMS |
Front Office Staff
| User |
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Teacher/Coach | Moderator User |
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