System User Groups & Permissions
It is important to understand that a System User is NOT the same as a NeonCRM Account. If you want to track account information (e.g. transactions, address info, communications) about a System User, you will need to give them an account that is separate from their system user login.
While system users will be taken to the back-end of NeonCRM upon logging in, your constituents will be taken to your Constituent Login Portal upon entering the login name and password linked to their NeonCRM account.
User Groups define levels of access to features in your system. A User Group is a set of permissions that determines what group members have access to and what they can do while in NeonCRM. Each System User must be assigned to a User Group.
As many as 10 System Users can be logged in at the same time, but you can create an unlimited number of system users.
Your system comes with three default user groups:
System Administrator has the highest level of access. You probably don’t want to give everyone at your organization Administrator access, as that allows you to change anything and everything
System User has access to everything except the System Settings and Forms & Pages Tabs
System Limited User can only see what’s in the “My Account” section
You cannot edit the default user groups, but you can create your own custom User Groups/Permissions, as described below.
You may want to create different User Groups based on what your staff will be doing with the system.
To add new User Groups, navigate to: System Settings > User Groups/Permissions
Click Create User Group to create custom user groups with specific permissions that you define.
Name it, and add a code for internal reference. If you define a Parent User Group, the group inherits the permissions from that level. It also organizes it in the list you just saw. Description is just for your own reference.
Now you will define what this user group has access to using Basic or Advanced configuration settings.
From the User Group Quick Setup page, you can configure some basic permission settings.
- View lets the user see that section of NeonCRM.
- Create/Edit lets them create new entries and modify existing ones.
- Delete lets them delete this type of data.
Below the Basic Settings, you can turn on or off some of NeonCRM’s Other Features.
Under the Advanced Settings, you can restrict specific information from the users. These can be useful if your organization deals with sensitive or confidential information. Send Campaign Email controls their ability to send out mass emails.
If you want to go into greater detail with their access, click on the Advanced Settings link that appears at the top of the quick setup page, as shown below:
This gives you a lot of control over the specific things this user can access. It also separates out the create and edit permissions.
If you would like to delete a custom user group, select it from the list and click Delete Selected User Group.
If any active or deactivated users belong to this group, you will receive the following warning:
Click Yes to move those users to the standard System Users group and proceed with deleting the custom group.
To assign these user group settings to a System User, you must assign that user to your User Group.
To add new system users, navigate here: System Settings > System Users
Create a New User or click Edit next to an existing System User.
Use the drop-down menu to select the User Group you want to assign this System User.
System Default as well as Custom User Groups/Permissions will appear in the User Group drop-down menu.
If you do not select a User Group, System Administrator is selected by default.
Complete the system user name and email fields. First Name, Last Name and Email Address are required.
Clicking Create User will create a new system user account with a status of Pending Verification.
At this time, the new user will receive a verification email with instructions on how to set up the login id and password for their user account:
The verification links are valid for 24 hours. If the user does not receive the email or fails to confirm their email address within this time, you can resend the verification email from the Edit screen of their user account:
Once the user verifies their account, but before they log in, their account will appear on your System User list with a status of Verified:
After they log in for the first time, their status will change to Active and their last login time will appear in the appropriate column:
When creating a new system user, you can manually assign a username and password from the Advanced Options section of the user create/edit page:
Generally, this option is only recommended when the newly created user is unable to access their email. Otherwise, the user should create their own username and password using the email automatically sent to them when this form is submitted.
If a system user forgets their password, they can click the "Forgot Password"? link on the login page and send themselves the Reset Password System Email. Alternatively, a System Administrator can send them the same email from the Edit page of their system user account:
A system administrator can also manually change the username and/or password from the Advanced Options section.
Any Active or Verified names on your System User List will include an option to deactivate this user.
If you click the Deactivate link next to a name, you will receive the following warning:
"Deactivated" users will appear at the end of the System User List by default, with an option to re-activate them.
Once deactivated, the user account will be locked for viewing or editing unless they are reactivated.
You can filter your System User List by status:
Change this setting to Enabled if you want to give a user access to NeonCRM's API. A new API key will be generated for that user's email address when this setting is enabled.