Management of user sign-ons

This page provides system supervisors and administrators with the tools to manage which staff can use RefTracker. It allows staff information to be changed, and staff to be added to, and deleted from the system. Changes made take effect immediately. Only systems supervisors and administrators have access to this page – other staff members cannot use this page.

This page is used for managing both:
Full staff users
and
ServicePoint users

For more information about these user types in RefTracker click on the hyperlink. For more information about licences in RefTracker click on the hyperlink.

The size of your concurrent user licence is stated on the top line of the reference staff and general user screens. You can set up an unlimited number of Full and ServicePoint user sign-ons, but only your stated licensed number of concurrent users can be actually signed into the system at any particular time.

Initially, all sign-ons of the type chosen for display (Full or ServicePoint), are shown on this page, grouped by location with the currently signed on user’s location displayed first. Supervisors can see System administrator signons, but cannot change them, even though they can add and change signons for all other levels of users.

The parameters being used for the current display show at the top of the screen. You can change any of these parameters to see different views.

User type: change this to see Full users, ServicePoint users, or All users.
Staff location: change this to see users in specific or all staff locations.
Permission: change this to see users of specific or all permission levels e.g. Regular, System Administrator, etc.
User status: change this to see enabled, disabled, or all user signons.
Enabled users are in active use in the system.
Enabled (locked) users are intended to be active but need some aspect of their signon corrected.
Disabled users are not active in the system now. They can be reinstated at a later time (e.g. after maternity leave). or may simply be retained so that work that they did can still be found by their name.

The currently active system administrator is indicated via an icon after the person’s name, that when moused over shows the tooltip “sysadmin”. Only system administrators can see system administrator signons.

Users who are currently logged into RefTracker are indicated by an icon immediately before their email address that shows the tooltip “online” when moused over. You can edit the signons of logged in users, however, should you wish to end a user’s sessions for any reason you can do so by going to System/Concurrent users.

If you wish to amend the details of a sign-on already established in this table, click the radio button next to the user you wish to amend, and then click appropriate function button. The available function are:

New: click this button to create a new user from scratch.
Edit: click this button, or click on the staff member’s name, to edit the details of an existing user.
Copy: click this button to create a new user by copying the settings for an existing user.
Admin mode: click this button to make any fundamental changes to a signon. All changes applicable to the selected user will display – so not all of the following options may display for every user:
– Delete staff member – allows all trace of the staff member to be removed including reassigning historical and current work separately. Note that you may prefer to disable the staff member rather than delete them.
– Change enable/disable status – allows users to be disabled (retained in the system but made inactive – for example disabled users no longer appear in the list of staff that questions can be reallocated to) or enabled after being disabled. You might disable a staff member’s signon when they go on Maternity leave, and re-enable them when they return. The function will ask who this staff member’s current work should be re-assigned to.
– Change permission level – allows the permission level of the user to be changed (up or down). Permission levels determine functions that this user will have access to.
– Re-assign active questions – re-assigns all the open questions currently assigned to a staff member – can be used for any staff member at any time – for example if the staff member has reported in ill.
– Set user as the Active System Administrator – re-sets the Active System Administrator (the staff member who receives notifications about problems with RefTracker) to the selected System Administrator.

Changing ServicePoint users to Full users
System administrators and Supervisors can change a ServicePoit user to a Full user by simply changing their permission level using Admin mode. NOTE that Full users require more information to be entered than ServicePoint users. It is vital that, after converting a user, you check all of the information in all of the tabs of the user’s signon, and add all the extra information (e.g. an email address is mandatory), and click on Submit to save this additional information, even if you did not make any changes.