Adding new user accounts

Adding a single user account

To add a new user account, click Members on the left side menu.

Then click Add Users.

The Invitation List will appear and you will be able to add user(s) to this list to be invited to the platform. Click Add User.

Enter the intended new user’s name and email address in the fields provided, then click Add User. You can manually add multiple users to this list. If you’ve made a mistake, you can click Delete for any user under “Actions” in the table.

Under custom options, you can set an expiration date for the user(s). You can also assign roles to the user(s).

Once you’re ready, click Send invitations. This will generate an email to each user in the invite list that contains a unique link for them to select a password and set up their account on the platform.

Adding multiple user accounts

To add multiple user accounts at once, click on Members on the left side menu.

Then click Add Users.

The Invitation List will appear and you will be able to add user(s) to this list to be invited to the platform. Click Add Multiple Users.

Click Upload File.

Make sure you upload a CSV file that contains two fields with the user's name and email address. Your CSV should be formatted as follows. Ensure you save it as a .csv, not an .xlsx, .xls, or other format.

1. The first field should contain the user’s name (full name). The header should appear as name in all lowercase. "NAME," "Full Name," or other variations may cause errors.

2. The second field should contain the user’s email address. The header should appear as email in all lowercase. "EMAIL," "Email," "Email Address," or other variations may cause errors.

3. Leave other columns empty. Extraneous information may cause errors.

To prevent errors, it’s suggested to import no more than 100 user accounts in a single batch. If you need to do more than 100 users, break the file down into smaller components or contact support@vexcelgroup.com for assistance.

Once the users are imported into the list, click Add Users. This adds the users to the invite list.

Under custom options, you can set an expiration date for the user(s). You can also assign roles to the user(s). Note that all user account(s) in the invite list will be assigned the expiration date (if selected) and role(s).

Once you’re ready, click Send invitations. This will generate an email to each user in the invite list that contains a unique link for them to select a password and set up their account on the platform.

Deactivating user accounts

When you need to remove access to an account from your organization, it is recommended to deactivate the account instead of deleting it. This will preserve information such as user history and usage info.

To deactivate a user account, click on Members on the left side menu.

For the user account in question, select the additional options menu under actions, then click view.

Then click Settings > General

At the top, click Deactivate. If you’re sure you want to deactivate the user account, then click OK.

Deleting user accounts

When you need to remove access to an account from your organization, it is recommended to deactivate the account instead of deleting it. This will preserve information such as user history and usage info. However, there may be occasions when it is necessary to delete an account entirely. If in doubt, deactivating the account is probably better (see “Deactivating user accounts” above).

To delete a user account, click on Members on the left side menu.

Select the user(s) in question, then click Delete Users. If you’re sure you want to delete the user(s), then click OK.

An alternate method of deleting a user is, for the user in question, select the additional options menu under actions, then click view.

Then click Settings > General

At the top, click Delete. If in doubt, deactivating the account is probably better (see “Deactivating user accounts” above). But if you’re sure you want to delete the user, follow the directions, then click OK.

Moving user accounts

To move a user account (or multiple user accounts), click on Members on the left side menu.

Select the user(s) in question, then click Move Users.

Select the group to move the user(s) to, then click Choose group.

The users will then be moved to the selected group.

Exporting user account info

To export the info for a user (or multiple users), click on Members on the left side menu.

Select the user(s) in question, then click Export Users.

This will export the info for the selected users into a CSV spreadsheet that will be downloaded to the browser download folder.

Pro tip: All users can be selected at once by clicking the checkbox at the top of the table.

Resending user account invitations

To resend a user’s account invitation, click on Members on the left side menu.

For the user in question, select the additional options menu under actions, then click view.

Then click Settings > General

Scroll to the bottom of the page, and under User Management, click Resend Invitation.

You can also click Show Activation Link to access their unique setup link.

Note that if a user has already activated their account, their general settings page will show the option to Show Reset Password Link.

Resetting user account passwords

Usually, users can request links to reset their own passwords by visiting the Viewer login page, entering their email address, and clicking Forgot password. This will generate an email for them with a unique link to use to reset their own password. However, if a user is having trouble with this workflow or for any reason isn’t receiving the reset email, an Admin user can help.

To reset a user’s password, click on Members on the left side menu.

For the user in question, select the additional options menu under actions, then click view.

Then click Settings > General

Scroll to the bottom of the page, and under User Management, click Show Reset Password Link.

This link can then be sent to the user for them to reset their password.

Note that if a user has not yet activated their account, their general settings page will show the options to Resend Invitation or Show Activation Link.

User account permissions

User permissions are set while creating the user account (see “Adding new users” above). However, an Admin can make changes to these settings as needed.

The possible permissions are the following:

• User: Basic platform account access - no access to Admin Tools or Reporting.

• Viewer: The user can view their own dashboard and their own report. They can not view their group or company usage, and they have no Admin permissions.

• Group Viewer: The user can view their group’s dashboard and their group’s report. Includes viewing usage for individual user accounts (for account within the Group Viewer’s user’s assigned group only). This role has no Admin permissions.

• Group Admin: The user can perform admin functions for their assigned group, plus all permissions in the Group Viewer role.

• Company Viewer: The user can view their company’s dashboard and their Company’s report. Includes viewing usage for all individual user accounts within the Company Viewer’s company. This role has no Admin permissions.

• Company Admin: The user can perform admin functions for their entire company, plus all permissions in the Company Viewer role. This is the highest level role and grants the most permission to a user.

Please note that some permissions may not be visible or available depending on your unique company setup and your own user role. For example, a Group Admin cannot make any account a Company Admin.

To update the permissions for a user, click on Members on the left side menu.

For the user account in question, select the additional options menu under actions, then click view.

Then click Settings > General

The available permissions for the user will be found under the Permission setting. Use the checkboxes to dd the permission(s) the user should have.

Once a user’s permissions have been updated, click Save at the top of the page.