As an administrator, you can manage access for all users on your platform through the User overview in the admin panel. From here you can add new users, deactivate (and reactivate) existing users, log users out from all their devices and reset their passwords.

This article walks you through each action step by step and explains what the consequences are.

How does the User overview work?

The User overview is the central place where you see every user in your environment in a single list. For each user you can perform actions through the Actions menu (the three dots on the right of the user's row).

From this overview you can:

• Add users: create individual users manually or add multiple users at once through a data import.
• Deactivate or reactivate users: temporarily or permanently revoke or restore a user's access.
• Log users out: sign a user out of all their devices at once — useful in case of loss or theft.
• Reset passwords: send a user an email with which they can set a new password.

Adding a single user

Follow the steps below to create one user manually. To add multiple users at once, use a data import (see the article on data imports).

1. Go to the admin panel and navigate to the User overview.
2. Click Create new user in the top right corner.
3. Enter the details of the new user and select which rights this person receives.
4. Click Create to finalise the new user.

You return to the User overview and see a confirmation at the top that the new user has been created.

Deactivating a user

Deactivating a user revokes their access to the platform. Any content the user has posted — such as documents and information pages — remains available.

1. Go to the admin panel and open the User overview.
2. Find the user you want to deactivate.
3. Click the three dots under Actions on the right. You will see the user's basic information (email address, name and rights).
4. Click Deactivate user.
5. Click OK to confirm.

The user no longer has access to the platform.

Recover a deactivated user

Deactivated users are hidden in the User overview by default. You can make them visible through the filters.

1. Open the User overview.
2. In the filters, tick Show blocked users.
3. Find the user and click the three dots under Actions.
4. Select the option to recover the user.

Logging a user out of all devices

This action signs a user out of every app and browser they are logged in to. The user has to log in again afterwards. This is useful, for example, when a device has been lost or stolen.

1. Go to the admin panel and navigate to the User overview.
2. Find the user in the list.
3. Click the three dots under Actions on the right.
4. Click the option to log the user out of all devices.

Resetting a user's password

This action sends the user an email with which they can set a new password. It is useful, for example, if a user has forgotten their password and cannot receive a reset email themselves.

1. Go to the User overview.
2. Find the user and click the three dots under Actions.
3. Choose the option to reset the password.

The user immediately receives an email to set a new password.

Troubleshooting

I can't find a deactivated user

• Check that you have ticked Show blocked users in the filters of the User overview.
• Make sure you are searching by the correct name or email address.

A new user did not receive the welcome email

• The welcome email checkbox may have been unticked when the user was created. Send the welcome email from the user's profile.
• Ask the user to check their spam folder.

A user receives group notifications but cannot set a password

• This happens when a user has been added to groups without receiving the welcome email. Send the welcome email from the user's profile so they can set a password.

I can't (de)activate a user or log them out

Please contact support at support.plek@bcs-hr.com.