Members-Systems Help

Help Topic: Allowing others in your organisation to share the data.

All of the functions performed by an administrator within the system can be shared amongst others in your organisation. Any large organisation will quickly become too much for a single person to maintain,and Members-Systems allows many users to update either their portion of the system, or all of the system whichever suits your organisation.

People who are able to log on to the system are described as either 'Users' or as 'Administrators'.

Each user has a set of privileges (see User Privileges) assigned to them by an Administrator - often an administrator will allow all privileges to be used by a user.

The difference between Users and Administrators is the ability to see and use the Organisation Admin menu tree. Also only administrators have the privilege (see User Privileges) of being able to create new users, although not all administrators will have that privilege.

To make a member into a user or administrator

Go to the Login tab of the Member Details screen for the member (see Viewing Member's Details). This will display details about the user, including user name, last login time, role and privileges.

Select the 'Change Privileges' button. This will take you to a confirmation screen, where you must:

- Enter a user name. This user name must be unique within our system. If your user name has already been selected, the system will request that you enter anther name.

- Enter a password (and repeat it) - all users must have a valid, non-blank password.

- Select the type of user (either User or Administrator).

- Select the privileges that this user has. Initially, all privileges are allowed, but you can change them as necessary. See User Privileges for details of the meaning of different privileges.

To remove user or administrator privileges from a member

Go to the Login tab of the Member Details screen for the member (see Viewing Member's Details). This will display details about the user, including user name, last login time, role and privileges.

Select the 'Change Privileges' button. This will take you to the confirmation screen, showing the current user name, role and privileges.

Select '-None- from the role for this user and press 'OK'. All privileges and login capability will be removed from the user.

To change a user's privileges

Go to the Login tab of the Member Details screen for the member (see Viewing Member's Details). This will display details about the user, including user name, last login time, role and privileges.

Select the 'Change Privileges' button. This will take you to the confirmation screen, showing the current user name, role and privileges.

Select or clear the privileges as you require. See User Privileges for details of the meaning of different privileges.

Press 'OK' to change the privileges for that user.

To temporarily prevent a user from accessing the system

Go to the Login tab of the Member Details screen for the member (see Viewing Member's Details). This will display details about the user, including user name, last login time, role and privileges.

Press the 'Lock User' button. This will prevent the user from logging in in the future - note that the 'Can Login' marker changes. The 'Locked Out' marker is set if the user tries to log in with the incorrect password too many times.

Both of these settings can be cleared by pressing the 'Unlock User' button.

If a user has forgotten their password

For most users, they can self-serve a new password, following the instructions given in the FAQ item I have lost my password. What do I do now?. However administrators can also change or reset a user's password.

To change a user's password, you must know their current password.

Go to the Login tab of the Member Details screen for the member (see Viewing Member's Details). This will display details about the user, including user name, last login time, role and privileges.

Select the 'Change Password' button. This will unlock the password alteration dialogue - enter the old and new password (twice), then press the 'Alter Password' button. This will change the password as requested.

Alternatively, if you do not know their password, press the 'Reset Password' button. This will send an email message to the user allowing them to collect a new password.