In order to add or remove access the Administrative side of the system, a person is added to or removed from a specific User Permission Group. Both adding and removing staff are discussed in this article.
If your team uses the Child Care Attendance app, you may want to consider changing the Access Key for any site(s) the staff may have been previously using.
Granting a staff person access to the Administrative side of the system is a 3 step process.
- Step 1: Ensure the person is in the system with a valid email address
- Step 2: Add the staff person to the correct User Permission Group
- Step 3: Send the specific link to allow them to set a password
It is always recommended to search to see if a person exists in the system before adding them as a new user/People record. To search for a person, follow the steps below:
- Point to Contacts.
- Select People.
- Type the person's name or email address in the search box.
- If the person exists in the system, you can start with step number 5 below. Otherwise, start with step 1 to add the person into the system and grant them the correct permissions.
To add a new Administrative User to the system and to the User Permission Group, follow the steps below
- Point to Contacts
- Select People.
- Select Add User and complete the New User Form. The only required fields for an Administrative User are First Name, Last Name and Email Address.
- Select Create.
- Once the People record exists in the system, add them to the proper Administrative User Group by pointing to System.
- Select User Permissions.
- Search for and select the desired group then select Show Group.
- Select Add/Remove Users.
- Scroll to the bottom of current list of Users and select Add User.
- Search for the person then select their name from the suggested user names. Note: Be sure you are choosing the name with the correct corresponding email address.
- Select Save.
Once a person has been added to the correct User Permission Group, a specific Admin Password Reset Email needs to be sent from the Administrative side so they can set their password credentials.
- Point to Contacts.
- Select People.
- Search for and select the person's name or email address.
- Select the person then select Show User
- Select Admin Reset Password Email on the right. The email for setting this password has the subject line Update Your Password. It includes a link to grant them access to create a password for the Administrative side of the system. The link is valid for 12 hours. If they need a new link, it can be sent from the Admin side or they can use the Forgot Password found on the Admin login page.
Auditing Permission Groups
To audit current permissions, staff can add the column of Admin Groups to Contacts > People and see which staff have access to which User Permissions Groups. You can select the column header Admin Groups to sort those that are assigned to an Admin Group so they are at the top of the list.
Access Keys for the Child Care Attendance app
If there is turnover of site staff, for security, it is recommended to change the Access Key (at the Site level) to a new unique one.
Removing Access is a 2 step process:
- Step 1: Remove the email address from the person's User Profile (usually the work email address)
- Step 2: Remove the staff person to any User Permission Groups
For security, if someone should no longer have access to the Admin side, their email address can be removed from their profile (Contacts > People > Modify User). It is also recommended to remove them from the User Permission group. You can view what permissions groups a person is a part of by viewing their profile show page (Contacts > People > Show User). You can also filter the list of people using the column of Admin Groups found under Contacts > People to audit that someone is in the correct groups.
Remove a person's access using these steps:
- Point to System.
- Select User Permissions.
- Search for and select the desired group then select Show Group.
- Select Add/Remove Users.
- Locate the person in this list and select the red Remove icon.
- Select Save.
Facilities
If your district/program is using the Facilities module and the new Administrative User needs access to do more than view items in the Child Care, enrichment Course and/or ECFE modules, they must also be added as a member of an Organization. If they are not a member of the correct Community Education Organization, when modifying a Site or Course, the system will display the error shown below. To give them this additional access:
- Point to Contacts
- Select Organizations
- Search for and select the Organization (i.e. Community Education) then select Show Organization.
- Select Add Member
- Search for the person then select their name from the suggested user names. Note: Be sure you are choosing the name with the correct corresponding email address.
- Change the setting for Can Manage Organization Online to Yes.
- Select Add Member.
Reports for Reconciling
If new staff require access to the Monthly Recap Report or other reports that are directly emailed from payments@eleyo.com, please contact Support to have them added to the correct email lists.