Manage Users

User data export #

The user data export is located at the top of the user management. Click on ‘Generate user data export’ to create a current export. A progress bar appears which shows how long this process will take. Depending on the size of the network, this could take anywhere from a few seconds to several minutes. Once the export is complete, it can be downloaded either as a CSV file or as an XLSX file. 

The export contains the following information:

• Email address with which the user registered
• Date of joining the network
• Link to user profile
• Last login
• Number of logins 
• External ID (if the user is synchronised with tixxt via an external system)
• Information on whether the user is a guest user 
• Information on whether the user is suspended
• Number of group memberships
• Names of the groups in which the user is a member 
• All information from the user profile

Note: The ‘Last updated: status of the export file is displayed via the two links for downloading the export. To receive an updated export, it must be regenerated before the file is downloaded.

Search and filter #

A search bar is located below the user data export and above the user list. The search function searches through names as well as user profile information.

Clicking on the filter icon opens an alphabet string that can be used to filter the entries by the first letter of the last name. Below this is the filter option for memberships & user roles. This function can be used to filter by user roles, sections, or groups. For example, selecting a group in the filter will then only display users who are members of that group. Multiple filters can be combined. There are two more filters below that can be activated using checkboxes.

Show only guests #

If this filter is set, the network admin is only shown the guest users in their network.

Show only suspended users #

If this filter is set, the network admin is only shown the suspended users in their network.

Manage membership roles #

The option ‘Manage membership roles’ can be found to the right of the search bar. This option is used to create, manage and categorise global membership roles on the network.

Previously defined membership roles can be used in the following application areas:

• Under “Invitations” to select groups of people to invite to an appointment.
• Assigning permissions to manage channels in the network administration in the section “Channels” -> “Who can manage channels?”
• Configuration as Channel Manager in the channels administration.
• Assigning write permissions for network-wide feeds.

Clicking on the ‘save’ icon creates the new role, clicking on the ‘x’ discards the entry. Existing membership roles can be edited in the overview using the ‘pencil’ icon or deleted using the red ‘trash bin’ icon.

Apply membership roles #

Membership roles can be assigned using the context menu next to the user name in the section ‘Manage users’. By ticking the checkbox next to a membership role, this role is assigned to the selected user, unticking the checkbox removes an existing role. Multiple membership roles can be assigned to a user at the same time. The selected membership roles are displayed in the user overview on the left next to the context menu.

Edit profile and access #

The first item in the context menu to the right of the user is ‘Edit profile and access’. Clicking on this opens the profile editor for this user. The network admin can use this to change any of the user’s profile information. The only exception to this is the email address with which the user is registered in the network. This is found at the top of the list and can only be viewed and not edited.

Edit group memberships #

The second item in the context menu to the right of the user is ‘Edit group memberships’. Click on this to see an overview of all groups in the network. 

The label preceding the group name shows the section in which the group is located. The network admin can add the user directly to the group either as a standard member or as a group admin by clicking to the right of the group. This does not trigger an invitation or a notification. Users can find the group in their own context bar.

Existing group memberships can be removed or group admin status revoked in the same way.

The search bar above the group list can be used to search within individual groups. Clicking on the ‘filter’ icon opens two more options:

Only show groups where this user has a membership #

This option limits the group list to those groups in which the user is a member.

Search archive #

Displays archived groups.

Convert to a guest user #

The fourth item in the context menu to the right of the user is ‘Convert to a guest user’. Clicking on this converts the status of the selected user from ‘Standard user’ to ‘Guest’. This is also indicated by the ‘Guest’ label that appears to the right of the user.

Convert to a standard user #

If the user is a guest user, the fourth item in the context menu on the right-hand side is ‘Convert to a standard user’. Clicking on this changes the status of the selected user from ‘Guest’ to ‘Standard user’. All restrictions for guest users no longer apply.

Reset two-factor authentication #

This option is only available if two-factor-authentication is optional or mandatory in the network. If a user has set up a second factor using an authenticator app and/or email verification, but has lost access to their second factor, the network admin is able to revert the configuration here. The user can then link their access to a second factor again.

Suspend user #

The ‘Suspend user’ option can be found in the context menu to the right of the user. By clicking on this, a ‘lock’ icon appears in front of the name of the suspended user.

Reinstate user #

If a user is suspended, the option ‘Reinstate’ can be found in the context menu to the right of the user. By clicking on this, the ‘lock’ icon in front of the name of the suspended user disappears and they are no longer suspended.

Delete membership #

The last item in the context menu to the right of the user is ‘Delete membership’. Clicking on this option triggers a confirmation prompt.

Once this is confirmed, the user is irrevocably deleted from the network.

A new invitation can be sent via the same email address, but the user then starts with an empty account with no group memberships and no reference to the content they have created.

Bulk processing #

To edit several users at once, simply check the checkbox to the left of the respective user. The user is then preselected for bulk processing. If the checkbox at the top of all users is ticked, all users are selected at once. Clicking on this checkbox again deselects all users. Once all the desired users have been selected, you can scroll down to see the possible actions for bulk processing. The following options are available:

Convert to guest user

Clicking on this changes the status of the selected users from ‘Standard user’ to ‘Guest’. This is also indicated by the ‘Guest’ label which appears to the right of the users. A confirmation prompt appears before this action can be carried out.

Convert to standard user

Clicking on this changes the status of the selected users from ‘Guest’ to ‘Standard user’. A confirmation prompt appears before this action can be carried out.

Suspend

By clicking on this button, the selected users are suspended and can no longer log into the network. Their profile, however, remains on the network. A ‘lock’ icon appears before their name.
A confirmation prompt appears before this action can be carried out.

Reinstate

By clicking on this button, the selected users are reinstated and can log back into the network. A confirmation prompt appears before this action can be carried out.

Delete membership

Clicking on this deletes the selected users from the network. Deletion is final and cannot be undone. A confirmation prompt appears before this action can be carried out.

Edit group memberships

By clicking on ‘Edit group memberships’, the group memberships for the selected users can be edited all at once. All groups in the network are displayed. If you select the option ‘Add as member’ next to a group, all users are added to the selected group. A confirmation prompt appears before this action can be carried out. If you select the option ‘Remove membership’ next to a group, all users are removed from the selected group. A confirmation prompt also appears here before this action can be carried out.