Create New Users

Users with roles that are assigned the Edit Roles permission are granted the permission to add New Users and deactivate User Accounts in the system. This functionality is permission-based according to role. The New User and Inactivate Users permissions must be enabled by an Agency Admin for a selected role to access respective functionality. This topic provides instructions on how to assign permissions to a role, create new users in the system, and deactivate user accounts.

  1. Go to Admin > User Management > Edit Roles.

  2. Select the system section from the Section field dropdown (required) and role from the Roles field dropdown (optional).

  3. Select the New User and Inactivate Users under the User Management section.

    Edit Roles Permissions - Create New User and Inactivate User

  4. Click Save to apply the changes.

  1. Go to Admin > User Management > New User to access the Add New User page.

  2. The Add New User page opens. Complete the required fields.

    Add New User Page

    Field

    Description

    *First Name

    Enter the user’s first name.

    *Last Name

    Enter the user’s last name.

    *Login Name

    Enter the login name for the user to enter the system. Login name must be unique within an Agency AND across the HHAeXchange platform. Username can include letters, numbers, underscores, dashes, @ sign, or dots. Note that there is a 50-character limit to any login name. Email address can be used.

    *Email

    Enter the user’s unique email address. This email is used for any assigned system notifications to include the initial email with temporary password to log in to the system.

    *Role

    Select the Role(s) for the user.

  3. On this page, User Access location, days, and times can be restricted using the IP Address fields. Select one or both options as illustrated in the image to the right and described in the table below.

    These restrictions are optional.

    Access Restriction for a User

    Select

    To…

    IP Restricted

    restrict access to the system to up to 3 unique IP addresses.

    Hourly Restricted

    specify the days and hours when Users may access the system. A valid IP address for each day of the week can also be added.

  4. Select other permissions specific to the user such as Pending Placement Notifications, Reporting Tool access, and Accept Unspecified Office Placements.

  5. Additional settings can be indicated for the user under the Office Setup section. Click the Add button to assign other Offices and functionality (per Office) to the user. For example, the image below illustrates that this user is the Coordinator in the Key West Office, able to view all Open Cases and VBC Alerts for the selected Coordinator. This user can also Override OT Limits in both Offices.

    Only one Office can be the designated Primary at a time. Once a Primary Office is selected, functionality in other Offices is limited.

    New User Office Setup

  6. Click the Save button to create the New User’s profile. Thereafter, the user receives an email with a temporary password to log in to the system.

  7. Provide the user his/her login name. The email does not include this information.

Only roles with the Inactivate Users permission can deactivate a user; otherwise the Status field is unavailable to edit.

  1. Go to Admin > User Management > Search User.

  2. Click the Edit link to access the Update User Account page.

  3. From the Status field select Inactive.

    User Status Field

  4. Click Save. Once saved, the user cannot access the system with given credentials.