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User management

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New User Creation

To add a new user, you must have the Agency Manager role. Follow these steps:

  1. Access Administration:
    • Click on the Administration heading, then select Users.
  2. Initiate New User:
    • Click the New User button.

New User Screen

You’ll be directed to the New User screen, which includes the following sections:

Details

This section contains required fields to create a user:

  • First Name/Last Name: Enter the user's first and last names.
  • Email: Provide the user’s email address. This is crucial for logging in and receiving notifications, including password resets. A valid email is required.
  • Temporary Password: Enter an initial password. The user will be prompted to change this upon first login.
    • Password Requirements:
      • Minimum of 8 characters.
      • At least one uppercase letter, one lowercase letter, one number, and one special character.
  • Job Position (Optional): You can add the user’s job position in parentheses next to their name if tracking is necessary.

Applications

Select the applications the user should access. When you check Case Management, sub-options will appear based on available programs:

  • CSFP Worker
  • TEFAP Food Bank
  • School Pantry
  • Pantry/Food Bank
  • Social Services
  • Bulk Program Recorder
  • Generic
  • Custom Programs

For detailed information about program types, click here for US and here for CA. 

Note: If editing a user, uncheck all programs in the Locations menu before removing access to a program type under General Details to ensure complete access removal.


Core Roles

Assign only the necessary roles based on the user's job functions, here are the base responsibilities and limitations of each role:

Role Summary
Regional Manager

Responsibilities:

  • Fully manage networks and agencies.
  • Manage all users, programs, and settings.

Limitations:

  • Does NOT have access to client data.
Network Admin

Responsibilities:

  • Fully manage the network of agencies.
  • Manage all users, programs, and settings.
  • Inherits Duplicate Checker and Exporter roles.
  • Required to submit support tickets.
  • Generate reports on all active and deactivated organizations.

Limitations:

  • Does NOT have access to client data.
Network Manager

Responsibilities:

  • Add and manage users and permissions at assigned agencies.
  • Add new agencies to the network.
  • Manage the organization grid at assigned agencies.
  • Add and manage Case Management settings at assigned agencies.
  • Add and manage Case Management fields at assigned agencies.
  • Generate reports on all active and deactivated organizations.

Limitations:

  • Cannot manage programs.
  • Cannot manage network Case Management settings.
  • Cannot manage network Case Management fields.
  • Cannot manage lists.
  • Cannot access client data (requires Agency Intake user role).
Agency Manager

Responsibilities:

  • Access limited agency settings.
  • Create, edit, and deactivate users within assigned organizations.
  • View Case Management Settings and Fields marked as "ON Optional" at the network level.
  • Manage appointment settings for their programs.
  • Create, edit, and delete visits (requires Data Entry role):
    • Must log in to the organization where visits were recorded to edit or delete them.
  • Must have the Reporter subrole to generate reports for assigned agencies.

Additional Features:

  • Access to Client Notes Review.
  • Ability to promote a household member.
  • Ability to mark 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 roles, click Save & Next.


Organizations & Programs

Enable the organizations and programs the user needs access to:

  1. Active Option: Check the Active column for the desired organization.
  2. Program Access: Select checkboxes under the programs they should access.
  3. Scrolling Option: Click on Enable Scrolling to view more options.

Click Save & Next to save your changes.

Note: If a program checkbox is greyed out, it means that program hasn’t been assigned to the site. Refer here for instructions on assigning programs to agencies.


Case Management Specific

Additional Permissions

Assign any additional permissions needed:

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 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

Select which tabs in a client profile the user should access, including a Select All option. Click Save & Next.


Reports

Choose the reports the user should access. If the Reporter role isn’t checked, this section will be skipped. Click Save & Next.


User Preferences

Configure user preferences, including:

  • Preferred Site Theme: Default or High Contrast.
  • Preferred Timezone: Inherited from the organization.
  • Preferred Time Format: 12h or 24h.
  • Preferred Case Management Tab: Default landing page in client profiles.
  • Preferred Quick Search: Default search tab on the dashboard.
  • Show Report Dashboard: Display reports on the dashboard.
  • Show Dashboard Service Stats: Live count of households served.


Adding a Regional User

  1. Access Administration:
    • Click on the Administration heading, then select Users.
  2. Initiate New User:
    • Click the New User button.
  3. Select Network:
    • Choose the network to add the user. For agency users, select the relevant network.

The remaining settings follow the same instructions as above for standard users.


Enabling Auto-Assign

Auto-Assign is useful for users managing the same program across multiple agencies, it will auto-assign programs as they are added. 

  1. Ensure you're logged into the network organization.
  2. Go to Administration, then Organizations.
  3. Click on the Case Management Settings tab.
  4. Enable Auto-Assign Users. This will display the Auto-Assign section in user profiles for Network Administrators and Managers.

Downloading a User List

  1. Access Users:
    • Navigate to Administration > Users.
  2. Export User List:
    • Click the Export button to generate a CSV file, which includes:
    • First Name, Last Name, Email Address, Owning Organization, Assigned Organization(s), Roles, Status, Last Login Date.


Editing or Removing a User

  1. Access Administration:
    • Click on the Administration heading, then select Users.
  2. Locate User:
    • Find the user in the table or search by name.
  3. Edit User:
    • Click the edit icon in the right column, make your changes, and click Save to confirm or Cancel to discard changes.

If you are looking to remove the user, you will simply select Deactivate in the top right-hand corner. 

 

Additional resources

For more detailed information please review the following guide: 

How to Add, Edit and Remove a User

Click here to navigate back to the Network Administration guide list 

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