How to Add, Edit and Remove a User – Link2Feed

This article covers the following topics:

How do I add Users?
How do I add a User as a Regional User?
How do I enable Auto Assign?
How do I manually reset a User's password?
How do I unlock a User's account?
How do I download a User's list?
How do I edit or remove a User?

How do I add Users?

New User

To add a user you will need the role of Agency Manager.

Click on the Administration heading. Click Users.
Click on the New User button
This will bring you to a New User screen containing the following sections:

Details

This section contains the necessary required fields for a user to be created:

If you need to track their job position, you can add it in parentheses next to the name entered.

First Name/Last Name: the user's first and last name.
Email: the user's email address. This is the information they will use to log into the system. If a valid email is not provided, they will not be able to receive password reset notifications or any other communication from the system.

Temporary Password

Password/Password Confirmation: the initial password the user will use to sign in for the first time. They will be asked to change their password after logging in.
- At least 8 characters long.
- At least one uppercase and one lowercase letter.
- Include at least 1 number.
- Include at least 1 special character.

Applications

Check off the applications the user should have access to.
When checking off Case Management the sub-options below will only appear depending on the programs available within the network:
- CSFP Worker: at least one agency in the network has a CSFP program.
- TEFAP Food Bank: at least one agency in the network has a TEFAP program.
- School Pantry: at least one agency in the network has a School Pantry program.
- Pantry: at least one agency in the network has a Pantry/Food Bank program.
- Social Services: at least one agency in the network has a SNAP or Medicaid program.
- Bulk Program Recorder: at least one agency in the network has a bulk program.
- Generic: at least one agency in the network has a Generic program.
- Custom Programs: at least one agency in the network has a custom program specific to their food bank.

For more information about program types click here.

If you are editing a user, you need to first uncheck all programs within the Locations option from the right-hand side menu before removing access to a program type under General Details within Applications to ensure all access is properly removed.

Core Roles

When adding roles to a user, it is important to only assign what the user needs to do their job. If someone does not need to run reports, don't assign the Reporter role. Similarly, if someone needs to run reports but does not need direct client access, don't assign the Case Management role.

Role	Summary
Regional Manager	Allows the user to fully manage the networks and agencies, as well as all users, programs, and settings. The Regional Manager does NOT have access to client data.
Network Admin	Allows the user to fully manage the network of agencies and all users, programs, and settings. The Network Admin does NOT have access to client data but automatically inherits the Duplicate Checker and Exporter roles. This role is required to submit a support ticket. They can report on all active and deactivated organizations.
Network Manager	They can add/manage users and their permissions at agencies they have been assigned to. They can add new agencies. They can add/manage the organization(s) grid at agencies they have been assigned to. They can add/manage Case Management settings at agencies they have been assigned to. They can add/manage Case Management fields at agencies they have been assigned to. They can report on all active and deactivated organizations. A Distribution Network Manager does NOT have access to manage: Programs Network Case Management Settings Network Case Management Fields Lists Client Data (this requires the Agency Intake user role)
Agency Manager	Allows a user to access limited agency settings. Allows a user to create/edit/deactivate users: They can add/edit/deactivate users at the organization(s) they have access to. They can see Case Management Settings and Case Management Fields that are set to "ON Optional" at the network level. They can manage appointment settings for their program(s). They can create/edit/delete visits (with the Data Entry role): They can add/edit/delete any visits that were recorded by a program assigned to the organization(s) they have access to, in order to do so they do need to log in to the organization the visit was logged under first to gain access to the edit/delete functions. Must have the Reporter subrole to report on the agency or agencies that they have assigned access to. Other Features: Access to the Client Notes Review feature. Access to promote a household member. Access to set a client’s profile as deceased.
Reporter	Allows the user to access the report system. The user will still need to be assigned the reports they can run.
Messenger	Allows the user to send messages in the system. This role is automatically included in the Network Admin, Network Manager, and Agency Manager roles.

After selecting the user's role simply click on Save & Next.

Organizations & Programs

Within this section, you can enable organizations and programs that the users will need access to.

Select the Active option under the Active column to have access to that organization.
Select the checkbox under the column of the program(s) they should have access to at that agency.
Click on Enable Scrolling to see further along the table.

Click on Save & Next to save any changes.

If you’re unable to select a program for a specific site (i.e the checkbox is greyed out), it’s because that site has not been assigned that program. Navigate here for instructions on how to assign programs to agencies.

Case Management Specific

Additional Permissions

Role	Summary
Attendance	Allows the user to use the Attendance Feature. The organization this user is associated with also needs Attendance permissions in order for the user to be able to use this feature.
Data Entry	Allows a user to can perform client intake/access client profiles and visit information. Any user who needs to access client data must have this role. A user with this role can edit and delete visits they have created within 24 hours. A user with this role can edit and delete notes from any organization within their network.
Assessor	Allows a user to view the Assess tab and complete client assessments. The user will still need intake access.
Case Management Anonymous	Allows the user to add an anonymous visit. The organization this user is associated with also needs Anonymous Case Management permissions in order for the user to be able to add an anonymous visit.
Assessment Administrator	Allows a user to create, edit, and delete assessments, establish assessment frameworks, and schedule assessment runs. This also allows a user to view the Assess tab and complete client assessments.
Duplicate Checker	Allows the user to access the Client Duplicates list to merge and dismiss pairs of duplicates. This list can be found under the Clients heading.
Exporter	Allows the user to export client information into a CSV file. Only the Network Admin can assign this role to themselves and to other users.
Quick Click	Allows the user to use Quick Click. The organization this user is associated with also needs Quick Click permissions in order for the user to be able to use this feature.
RFA	The Request for Assistance (RFA) program is a case management program that offers the ability to record non-foodbank services of Housing and Utility assistance. In order to access the RFA program the RFA permission must be enabled for the user in the Case Management Specific tab - Additional permissions, they will then be able to see their name in the drop-down list of Appointment Counselors as they record utility or housing assistance.

Client Profile Tabs

Check off the tabs in a client profile the user should have access to.
There’s also a Select All option.
Click on Save & Next.

Reports

Select the reports the user should have access to.
The system will skip this tab if you have forgotten to check off the Reporter role. The user would need this role checked off in their profile in order to view any reports you've checked off on this page.
Click on Save & Next.

User Preferences

Preferred Site Theme: set to Default. We also have a High Contrast option for users with visibility difficulties.
Preferred Timezone: inherited by your organization's time zone.
Preferred Time Format: you can set the entire site to show in 12h mode or 24h (military) mode.
Preferred Case Management Tab: determines what page of the client's profile would you like to see first after clicking on their name to access their profile.
Preferred Quick Search: determines what search tab would you like to see first on the dashboard when searching for a client.
Show Report Dashboard: this allows you to see the reports on the dashboard page. Click here for more information.
Show Dashboard Service Stats: This allows you to see the live count of households and individuals served on the Services page. Click here for more information.

How do I add a user as a Regional User?

Click on the Administration heading. Click Users.
Click on the New User button.
Select the network you want to add your user to. If this is an agency user, select the network that the agency organization belongs to.
Click on the Administration heading. Click Users.
Click on the New User button.

The remaining settings instructions would be the same as above for a standard user. Please navigate back here to go over the remaining settings.

How do I enable Auto-Assign?

Auto-Assign is best used for users who manage the same program at several different agencies. This process automatically assigns both the program and agency to a user.
Within this section, you will find the program type, not the program name. All programs with that program type will be assigned to the user.

This feature is a network setting available on the Network Settings tab when logged into the network organization.
When enabled, it will display an Auto-Assign section (see image at bottom of the page) on the first page of a user's profile.
This section will only be visible to Network Administrators and Network Managers for their own profiles and any other user profiles they have access to manage.
Users who don't have the Network Administrator or Network Manager role will not see this section in their user profile, but this does not mean that it has not been enabled for them by a user who can see it.

Make sure you’re logged into the network organization.
Go to Administration, Organizations.
Click on the Case Management Settings tab.
Select On in the Auto-Assign Users section.
This will display the Auto-Assign section in user profiles.
This is a network setting; when enabled, it will be applied to all user profiles across the network.

How do I manually reset a User's password?

Click on the Administration heading. Click on Users.
Scroll through the users in the table or type their name into the search box.
When you have located the user, click on the Password Reset icon in the column to the right of the user's status.
A notification will appear on the top right of the page confirming a password reset email has been sent to the user.
The user should click on the link. They will be re-directed to the Link2Feed website to re-enter their password.

You also have the option to manually reset a user's password. When you have located the user on the Users page, click on the Magic Wand icon in the column to the right of the user's status.

The system will allow you to manually re-enter that user's status. Tell them what that temporary password is so that they can log in. Click on Save to save your changes or Cancel to discard them.

How do I unlock a User's account?

Click on the Administration heading. Click on Users.
Scroll through the users in the table or type their name into the search box.
When you have located the user that needs to be edited, click on the lock icon in the far right column of the table.
- After doing so, it's possible the user remembered their password and can log in. However, if not, you can manually reset their password, click here for information on how to do so.
Any user with the Agency Manager role and above can unlock a user's account.

How do I download a user list?

Navigate to Administration > Users.
Click the Export button at the top right-hand side of the Users table.

The table will generate a CSV file that can be downloaded to Excel.

First Name
Last Name
Email Address
Owning Organization
Assigned Organization(s)
Roles
Status
Last Login Date

How do I edit or remove a User?

Click on the Administration heading. Click on Users.
Scroll through the users in the table or type their name into the search box.
When you have located the user that needs to be edited, click on the edit icon in the far right column of the table.
Edit the required fields and click on the Save button to save changes or Cancel to discard the changes.