User accounts administration

The System Users applet is where you can view, add, edit, delete, and impersonate user accounts in the IntelliSurvey platform.

To access the System Users applet go to Admin > System Users in the system navigation menu.

Overview

The System Users applet displays a table to browse users and lists all user accounts within the platform.

• The System Users applet, as well as the Roles applet, is accessible by those with a system role of Standard Users+. Standard Users can only view other users within their organization/domain, while Survey Creators+ can view users from all organizations.
• Columns can be sorted by clicking the column header. Column widths can be resized, and columns can also be dragged and dropped into any desired order. 
• Double click on any user account within the table to view the account details, their user groups, accessible surveys, and assigned survey roles. Superusers and System Administrators have an asterisk (*) indicating access to all surveys.
• A user can edit another user's account details and password if they have a higher role and greater permissions than the user account being modified. Some fields, such as Phone Number, can only be edited by the account owner.
• The Auth Provider field is set to either Local Passphrase (requiring a password for each login) or an single sign-on authenticator (e.g., Google). If using a local password, it can be managed within the platform. If using an SSO authenticator, the Change Password option will not be available.
• Users with a Survey Creator+ role can impersonate others for troubleshooting, provided they have a higher role and greater privileges than the user being impersonated. While impersonating, they assume the user's survey roles and permissions. All actions taken in this mode are logged.

Statuses

The status indicates whether the user has completed the account registration process. The following statuses may appear:

• A green check icon - The user is "confirmed." Indicates that the user clicked the link in the user registration email notification and completed their account setup, including setting their preferences and password. 
• An orange question mark icon - The user is "not confirmed." Indicates that the user registration email notification email was sent, but the user has not yet completed the account setup. 
• A red lock icon - The user is "locked out." Indicates that this user has exceeded the maximum number of password attempts. Click the icon to reactive the account. 
• A purple clock icon - The user is "inactive." Indicates this user's account has gone inactive (8+ months). Click the icon for inactive users to reactive the account. 
• A gray key icon - The user's invitation link expired. Click the icon to resend the invitation.

Resending an account invitation

If a user does not activate their account in time, you can resend the invitation. Find them in the system users table and click the orange question mark icon in the Status column.

• If you have higher permissions than the user, you have the option to send a custom email.
• If you have equal or lower permissions, the system sends the standard message.

Unlocking a user account

If a user attempts to log in with an incorrect password five times, the account is locked. A user can click the "Forgot Password?" link on the login page to reset the password. However, it is also possible for users with a Superuser role+ to unlock another user's account. To do this, find the user in the system users table. Then, click on the red lock icon in the Status column.

• If you have higher permissions than the user, you have the option to send a custom email.
• If you have equal or lower permissions, the system sends the standard message.