User accounts

Set up user accounts to control access to and communication with users in your system.

Tip: Looking for help with sign-in issues? See Troubleshoot sign-in issues.

  1. Go to Site, Users, All Users.

  2. Search for a user or use the tabs at the upper right to filter the list.

  3. To access a user account, locate the record and select View.

  4. To send one-off emails to one or more users:

    1. Select one or more user records.

    2. At the bottom of the list, select Act on Selected, Email Users.

Note: If you see "duplicate" reference or reviewer accounts in your system, look carefully at their email addresses. Often, duplicate accounts are the result of typos or not setting an Email Alias on the account.

Usually, you'll create user accounts for new administrators. Other types of users are commonly created through self-sign up or system imports.

To create a user account:

  1. Select Site, Users, Create New.

  2. Enter the following information:

    • Display Name

    • Primary Email: Where system emails will be sent (may be overwritten if your organization has another email address in a data import)

    • Email Aliases: Additional valid email addresses to prevent duplicates and streamline reviewer or reference requests

    • Customer UID: For systems using SSO authentication, this field is required. All users must log in with their organizational credentials.

    • Administrative Role: Required for admin access to the system. For more about roles, see Manage admin roles.

      • If creating an Opportunity or Stewardship administrator, make sure to add them to at least one Scope. For more on Scopes, see Scopes.

      • If creating a System Administrator, add them to a Communication Scope to make sure they receive system emails related to specific funds and opportunities.

    • Donor Role: For certain subscriptions only. Select a user role for Stewardship Management.

  3. Select Create User.

If you don't provide a UID, your system sends out an invitation email with a confirmation link.

If the user has difficulty claiming the account you have created for them, see Troubleshoot sign-in issues.

Once you've opened a user account page, perform a variety of tasks on each tab.

On the Edit tab:

  • Update names, primary emails, email aliases, customer UID, scopes, and administrative and donor roles

  • Perform actions as another user by selecting Become User (this option is only available to certain users)

    Tip: To return to your account, select Become Self in the top right corner.

  • Review account activity by selecting History

  • Check the Email Logs to review contents of delivered email messages

On the Applications tab (only available for applicants), view:

  • The user's applications

  • Award amounts (if offered an award)

  • Whether an applicant has accepted or rejected an award offer

On the Reviewer Groups tab (only available for reviewers), view all reviewer groups and reviewer chair assignments.

On the System tab, view special system information about the user’s account, including the number of times they have signed in, their most recent sign-in, and their associated IP address.

To preserve financial records, your system won't let you delete user accounts.

To remove administrator access:

  1. Remove all administrator roles assigned to the account.

  2. As a system administrator, you can edit the email address and UID to inactivate a user account or clean up duplicate accounts.

For more about marking applicants as inactive, see Inactivate applicant records.