Add a New User

Site Administrators only. Adding and managing accounts needs the Site Administrator role. If People isn’t in your toolbar, ask a Site Administrator at your organization or contact VC3 support.

Roles

A role decides what someone can do. Give each person only what they need. Someone can hold more than one role.

• Publisher: adds, edits and publishes content, edits menus and schedules content.
• Contributor: adds and edits drafts, but can’t publish them. A Publisher reviews and publishes their work.
• Site Administrator: manages accounts only. It doesn’t include editing content, so give Publisher as well to someone who also edits the site.

Find People

Select People in the toolbar. The list shows each account’s username, status, roles, how long they’ve been a member and when they last signed in. To find someone, type part of their name or email in Name or email contains, or choose a Status or Role, then select Filter.

Add a User

1. On the People page, select Add user.
2. Enter their Email address. Use their work email: it’s where their sign-in and password emails go. Each account needs its own address.
3. Enter a Username, for example their first initial and last name. Spaces, periods, hyphens, apostrophes, underscores and @ are allowed. They can sign in with the username or the email address.
4. Type a temporary Password and again in Confirm password.
5. Leave Status on Active.
6. Under Assignable roles, tick their role or roles.
7. Turn on Notify user of new account. They get an email with a one-time link to sign in and set their own password, so you don’t need to send the temporary one.
8. Select Create new account.

The one-time link in the welcome email expires after one day. If the person misses it, they can set a password from the Reset your password tab on the sign-in page (see Change Your Password).

Change Someone’s Account

On the People page, select Edit in the person’s row. You can change their email address, username, password, status and roles. Select Save at the bottom of the form.

• Change a role: tick or clear the boxes under Assignable roles.
• Set a new password for them: type it in Password and Confirm password. It’s usually better to have them use Reset your password instead, so only they know it.
• Stop someone signing in: set Status to Blocked. Their account and everything they wrote stay as they are, and you can set them back to Active later.

Remove an Account

When someone leaves, block the account (above), or cancel it: select Edit in their row, then Cancel account at the bottom of the form. Choose a Cancellation method and select Confirm.

• Disable the account and keep its content: the same as blocking. This is the safest choice.
• Disable the account and unpublish its content: also takes everything they created off the website.
• Delete the account and make its content belong to the Anonymous user: removes the account but keeps their pages. This can’t be undone.
• Delete the account and its content: removes the account and every page they created. This can’t be undone.

Leave Require email confirmation off, unless the person should confirm the cancellation by email first.

Tips

• Give everyone their own account. Don’t share one sign-in between people.
• Review the People list from time to time, and block accounts that are no longer needed.
• If someone can’t find the welcome email, check the email address on their account, then have them check their spam folder.