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User Management

For: Marketers Agencies Developers Last update: March 07, 2023 17:01

At a glance: Create and manage your account's Avataryug users, and assign them permissions to access features, projects, and data.

Background

Avataryug accounts allow for individual users, each with individually managed permissions. Currently, there is no limit on the number of users per organization, but this may change in the future.

Each user’s permissions are defined along 3 primary dimensions:

  • Role (capabilities to access features and perform functions)
  • Project access for current and future apps
    (Important! Certain Avataryug dashboards and features are unavailable to users with limited data access.)

Permissions within each of these dimensions are assigned independently. In other words, you may assign a user a role with broad functional capabilities but allow them to exercise those capabilities only within a narrowly defined set of projects.

The only exception is the admin role, as discussed below, which has access to all capabilities and projects.

More about roles

Each user of your Avataryug account must be assigned a role. Each role defines the specific Avataryug features the user can access and the functions they can perform. A full list of capabilities per role is available on the Roles tab of the User management page.

Roles within Avataryug can be predefined roles, custom roles.

Predefined roles

Avataryug is configured with many predefined roles:

  • Administrator
  • Contributor
  • Reader
  • Tester

For each of these predefined roles, the functional capabilities are fixed: no "mixing and matching" allowed. However, you can change a user’s functional capabilities at any time by assigning them to a different predefined or custom role (except for the account owner, as discussed below).

Example

You have assigned Steve Hobs the role of Contributor. This role gives Bill the ability to Create Project but it does not allow him access to manage users.

Question: Can I keep Steve in the Contributor role but also give him the ability to access the Manager Users?

Answer: No. As long as Steve stays in the Contributor role, you cannot give him the ability to access the manage users pages. Nor can you remove his ability to manage Edit Projects . Of course, you can assign Steve to a different predefined role, and his capabilities will change to those defined by that role. Or, you can create a custom role for Steve that changes his capabilities according to your needs.

Custom roles ( Coming Soon)

The predefined roles in Avataryug have been configured with the specific combinations of capabilities required in most situations. For this reason, many project owners find that they don't need to further customize roles. However, when additional customization is required, predefined roles are still a great starting point for managing your users' capabilities.

Learn more about managing custom roles.

Admin / Administrator—a special role

An Avataryug account can have one or more admins, but every account has at least one. This special role has several unique characteristics:

  1. The admin role has access to all account capabilities, including:
    (This "all-access" characteristic of the admin role cannot be changed or limited.)

    1. All features and functions

    2. All current and future projects

    3. All billing and payment profiles

  2. The user created at the time the account was opened (the "account owner") is assigned the admin role by default.

    1. The account owner cannot be deleted, removed from the admin role, or otherwise edited from the user management page. Likewise, the account owner’s email address cannot be changed.

    2. The account owner is initially responsible for creating additional users (until additional users with user management capabilities are created).

    3. Only the account owner can:

      1. Update Organization
      2. Manager Users

  3. Any admin other than the account owner can be changed to a different role or deleted from the Avataryug account through the user management page.

  4. The admin role cannot be duplicated when creating custom roles.

User management page

To access the User management page:

  • On the Manage Project page, click on Manage Users.

Users tab

The Manage Users tab displays a table of all existing users in your account. It is the starting point for creating, managing, and deleting users.

Tips for navigating the Users tab:

  • Click the Name column heading to sort the table alphabetically (ascending/descending).

  • Use the search box to find and display specific users.

  • Click the drop down list in the Role column heading to filter users by their role .

    1. To clear the filter, select All in the filter dropdown list.

  • Use the edit button to edit the user details.

Roles tab (Coming Soon)

The Roles tab displays a list of all roles defined in your account, including:

Next to each role, you can see the number of users currently assigned to that role.

Click on the name of any role in the left panel to display the full details of the role’s capabilities.

Managing Users

Creating users:

To create a new user:

  1. On the Users tab, click the Add user button.

  2. Enter the user’s name (required):

    • Can include letters, numbers and latin characters only.
    • special characters are not allowed

  3. Enter the user’s email address (required):

    • Can include letters, numbers, apostrophes ('), ampersands (&), dollar signs ($), hash symbols (#), hyphens (-), underscores (_), and periods (.)
    • Two consecutive periods (..) and other special characters are not allowed.
    • Must end with a valid email domain.

Important

A user’s email address is what identifies them in the Avataryug platform, meaning:

  • It cannot later be changed without deleting and recreating the user.
  • It must be a valid email address at which the user can receive email.
  • It cannot be associated with another user on any Avataryug account.
  • If the email address is already in use (either in your account or a different one), you will see the message.Can't create this user.

  1. Select the user’s role (required) – either a predefined role or a custom role you have already created.

  2. Select the finance option if the user can access:

  3. Select the projects the user can access:

    • The default setting allows access to all current and future projects in the account. To change this setting, use the checkboxes to select and deselect projects.
    • A user can be given access to all projects apps only if they have access to all current apps.

  4. Click Save to create the user

    (The user is sent an email invitation to activate their account.)

    • The user is displayed in the user table. .
    • The One Time Password is sent to the user is valid for 48 hours. If the user didn’t receive the OTP then he can resend it during login.
Editing users

Users can be edited either one at a time.

To edit an individual user

  1. On the Manage Users tab, click the Actions button on the far-right side of the user’s row.
  2. Edit user settings as required.
  3. All settings other than email address are editable (including role, projects, finance).
  4. Click Save
Making users Active / Inactive

To Make a user Active/ InActive:

  1. On the Manager Users tab, click the Three Dots button on the far-right side of the user’s row.
  2. Select Make InActive or Active from the menu.