Messenger v5 Admin – Managing Users

Introduction

Below are the most common tasks you need to know if you are an administrator in Messenger v5 and wish to manage existing users, add new users or reset passwords for other users. We have more in depth guides available that cover other areas of administration in Messenger v5.

Please see individual topics below, or alternatively expand all.

 

How do I know if I am an administrator?

Admin Tools Menu

When you are logged in as an Admin user you will see the following tools menu;

Some items, such as User Preferences and Release Notes, are available to all users.

 

Can users manage their own settings?

User Preferences Settings

Here users can change their own user settings; this menu item is available to all users and not just Administrators.

  • These settings are used in the preview screen as default when sending messages.
  • The email address is compulsory and will be used by the system in the event of a forgotten password.
  • An optional mobile phone number will also be used for resetting your password in addition to the email address. Add your mobile number if you have limited email access for easier password resetting.

The 'Change Password' interface to allow users to manage their own passwords thus preventing the need for administrator intervention and consequently increasing security.

The 'Confirm email address' button will send an automated email to verify that the email address given is a valid address.

User Account Settings will also inform you of your message threshold before a pin code is required.


Add new users

Add User

Go to the 'Manage Users' screen, accessible via the tools menu.

To add a  user, click ‘Add a User’ at the top of the table summarising existing users.

In the pop up window you can search for users already known to the system. You should check whether your 'new' user is in fact an 'old' user that may have been disabled (e.g. left the school and has now returned). Type the 'new' user's email address in the search box and hit 'search'. If your search finds a user with the same email address, select them in the box and choose 'Link Selected User'.

That account will work with your live Messenger v5 system now. You may need to remind the user of their username so that they can then make use the password reset function to set their own meaningful password. For security we recommend taking this approach, i.e. allowing the user to set their own password via the reset function, rather than setting one for them and having to write it down to give to them.

If your search does not find a user with that email address you can create a new user. Select the 'Add a New User' button below the search results box. In the new pop-up window you will be prompted to provide a Username, Password and Email Address* for that user.

*The registered email address will be the address that will be used in the ‘Forgotten Password’ scenario where the email address will be entered from the link on the main login screen along with the username and will send a new password to the registered address allowing the customer to successfully change their password. Make sure therefore that you use a 'live' email address at which the user can access the reset password link if ever needed.

We suggest a robust naming convention for user creation so as to keep your system secure. The recommended convention is EstablishmentNumber.Firstname.Surname--> e.g. "5976.joe.bloggs".

Password should be set as a generic password of your choice, which users can then set to something meaningful to them using the password reset function.

Click ‘Submit’.

You will now see a list of user roles. Select the roles most appropriate to that user and click 'Submit' to save the new user.

What do the different role names mean?

From the user roles screen you can manage user roles for other users (i.e not the user you are currently signed in to Messenger v5 as).

We recommend having a 'super-user' that has all roles, but is not used on a regular basis with the password for that 'super-user' being known to a limited set of people (e.g. the Groupcall Administrator + the head). The 'super-user' can be used to manage other user accounts - Groupcall will help set the 'super-user' up for you during training and installation.

Please note that you cannot assign more roles to another user than that which the current logged in user (i.e your user) has.

So, if an admin user has not got the role of “Authorise message”, then he/she cannot allocate this to another user as its not available to them in the first place, the same applies to “Password never expires”. It is for this reason that the use of a 'super-user' is recommended.

Example User Roles - Please note the exact list you see may differ based on individual configurations.

Example User Roles - Please note the exact list you see may differ based on individual configurations.

 

Role

Description

Notes

user Can log into Messenger 5. Required for all users. Without this role no other role(s) will work. If this is the only role selected a user can log in but not see any content/history/contacts etc. They will be able to amend their own user preferences but nothing else.
composeMessage Can compose messages and select from the pre-defined templates. To send the messages written also requires the ‘authorise messages’ role.
editContact Can edit existing contacts on the system. See here for guidance on this function.This role should be used with caution. Please see this page for background information. We recommend you don't allow any users to have this role without first ensuring they understand the risks of editing data in the Mv5 contact list. Please speak to us if you need more information on this.
editGroup Can create new groups & edit existing groups within the system. See information about Groups in Messenger 5.
messageLibrary Access to Tools > Voice Library (custom options for voice templates). NB: requires a voice subscription.
editMessageText Can create/edit message templates. Learn more about Messenger 5 Templates.
authoriseMessage Can send messages/authorise their own and other users messages. To authorise own messages requires compose message role in addition to this. Without the compose role user will only be able to authorise on behalf of other users as they do not have the role that enables them to write a message.
messageHistory Access to Message History to view sent messages and statistics.
Admin Access to all areas of the system. This should be limited in the school to a few people only to maintain a secure and robust system. This role enables a user to carry out all of the functions outlined in the Messenger 5 Admin Guide.
manageUser Allows access to Tools > Manage Users. A user can manage user accounts for the system. Use in place of the Admin role for a small subset of people, e.g. Department Heads, who may wish to manage their own staff user accounts, but not the advanced Admin functions.
uploadData Access to Tools > Upload Data. A user can import lists of manual contacts from e.g. a spreadsheet. We advise caution when using manual contacts as it can cause conflicts with your MIS data and consequently this role should be limited to a maximum of 2 trained staff within a school, who are aware of the risks and can use this function in a controlled manner.
preferences Access to Tools > Account Settings. A user with this role can change settings for the school's account preferences. These settings are outlined here. This role should not be given to too many people, we advise a maximum of 2 Administrators within the school.
documentManagement Can add attachments to emails. Without this role, anyone who has the compose messages role can write emails, but not add any attachments to those emails. Restrict the allocation of this role if you need to keep email sizes to a minimum.
passwordNeverExpires Prevents the user account in question being subject to the password expiry rules. Passwords will expire every n days unless this option is ticked. To create a secure system, we recommend enabling expiry for all users, with the exception of a 'super-user' (as this account is only used occasionally and should have a limited set of people knowing the credentials).n days defaults to 90 days unless configured differently in the account settings area.
tweet Can tweet messages. Allows users access to send messages via the twitter account linked to the Messenger 5.

 

Profiles

When using the Add New User Wizard, you have the option of selecting a Profile to apply to that user. A profile is simply a collection of roles.

The profiles include the following roles;

Profile Name


Minimum
User

User

Power
User

Administrator
Roles
Site User
Compose Message
Add/Edit Contacts
Add/Edit Group
Message Library
Edit Message Text
Authorise Message for Delivery
All Message History / Response Management
Administrator
Manage Users
Account Settings
Document Library
Tweet
Manage Parental Payments*

*(if parental payment option enabled for the account)

Even once you have assigned a profile, you can alter the roles on a case by case basis by editing them as outlined above, simply ticking or clearing roles as required.

Scenarios

Below are some scenario based examples to help you understand the application of the above roles in real-life situations. You may find that in your school the scenarios are exactly as described below, a combination of some elements, or completely different; whatever your situation we have designed the roles and profiles of Messenger 5 to allow you complete customisation of the system to suit your school's needs. You can mix and match roles to work for you; we hope the examples below will give you somewhere to start from.

Scenario

Roles

Profile

A member of teaching staff needs to be able to create and send basic messages, including message templates, to be checked by a senior member of staff or office admin to then authorise sending to recipients.
  • user
  • composeMessage
  • editMessageText
"Minimum User"
A member of teaching staff needs to be able to create advanced messages to send directly to recipients.
  • user
  • composeMessage
  • addGroup
  • editGroup
  • editMessageText
  • authoriseMessage
  • documentManagement
  • tweet
"Minimum User" + custom roles
A member of the administration or accounting team in the school office wants to authorise messages for sending on behalf of others, but not compose messages, and look at what messages have been sent in the past.
  • user
  • authoriseMessage
  • messageHistory
 - 
A member of the admin team, e.g. in the school office, is nominated as the main school administrator for Messenger 5 and so will carry out the functions outlined in the Messenger 5 Admin Guide, and will also be a full user of the system - they are the 'Groupcall Administrator'! This 'person' should use the super-user outlined below for user management and have a separate named account for day-to-day use with the following permissions;

  • user
  • composeMessage
  • addContact
  • editContact
  • addGroup
  • editGroup
  • messageLibrary
  • editMessageText
  • authoriseMessage
  • messageHistory
  • preferences
  • documentManagement
  • tweet (optional)

 

"Administrator"
Super-user All Roles - tick the box at the top of the list and this automatically selects all roles for you. You can clear as necessary.If there is no Twitter account, you may like to clear the tweet option.

Congratulations - you have added a new user! Simply repeat the steps above for subsequent users.

You should now advise users of their username and the login address (m5.groupcall.com) directing them to use the password reset function to setup their new password; why not direct them to the 'Getting Started' and other guides at the same time to help them get moving with the system without relying on you to teach them! We have provided a sample email below.

Show me a sample email I can send my new users

Simply copy the text in italics below in to a new email and add the missing personalisation information and then send to new users!

Dear Colleague,

You have been given a user name to login in to our School Communication system - Groupcall Messenger v5. 

Your username is: <USERNAME>

Please visit http://support.groupcall.com/reset-messenger-v5-password/ and follow the instructions to set your password and then login. 

Once you have logged in you may find the user guides at http://support.groupcall.com/messenger-v5-user-topics/ useful. Begin with the 'Getting Started' Guide and once you are familiar with the basics, why not explore some of the extended features.

Each user has appropriate access to certain features; if you can't do something detailed in the user guides, please let me know and I will advise you of what features you have access to. For example, some users cannot send messages without the approval of a senior member of staff.

Many thanks,

<YOUR NAME>

You can further customise the users' access to the system as detailed in the 'Manage Users' Section if required.

 

Manage existing users

Manage Users

The manage users page allows you to add/remove and control various settings relating to the user accounts in Messenger v5. In this section we cover each of the options.

If this is a new instance of Messenger v5 you will first need to Add some users. See the 'Add Users' section for details on how to do this.
Once you have some users set-up, you will need to configure the access they have to the system through the use of roles.

Click the action icon next to the name of the user that you’d like to change and select 'Edit Roles'.

You will see a list of roles that control access to different elements of the system allowing you to completely customise who has access to what in your Messenger v5 installation. Simply check or clear the box next to each role to enable or disable that role. The specifics of each role are detailed here along with a few scenario based examples to help you get started.

In addition to configuring roles you can also Disable/Enable a user, Delete a User and Link a User to a Group through the actions icon.

Exercise caution when deleting a user. If a user is leaving the school on a permanent basis, you can delete them. If however they are likely to return, e.g. after maternity leave, you should disable their account and then re-enable them on their return. The deletion of users has an impact on the history reports; if a user is deleted there may be gaps in the history information. We recommend therefore that in the first instance you disable users and then delete their accounts after a suitable period has passed, e.g after an academic year or 1 calendar year as relevant.

 


Change existing users details, reset passwords and unlock accounts

User Search, Password Reset and Account Unlocking

It is simple to search for and users in Messenger v5 so that you can edit their contact information and crucially so that you can reset their password for them. This function is particularly useful to Groupcall Administrators and for example Department Heads who may like to manage their department users to reduce the reliance on a single Messenger Manager!

    1. Select Manage Users from the Tools drop-down menu.
        • You will need the Administrator Role on your user account in order to access this menu item.
    2. You will now see a list of users available in your school account.
        • If you have lots of users you may need to search by email or username using the column filters.ManageUsers

    3. Now select the user you would like to edit and click on the icon ActionsIcon at the end of the row under the Actions column. Select Edit User from the drop-down menu.ManageUsersEdit

  1. A pop-up window will appear where you can update the user's details and reset their password.

  2. Once you are happy with the changes that you have made, simply click the Save button. You will see a 'Changes saved successfully' message next to the close button to confirm your changes.

 

Edit User

 

You can unlock a user account from the Tools > Manage Users Menu.

Unlock User


 

Next Steps...

If you need any further assistance or get in to any difficulty, please contact your School Administrator. Alternatively, they can contact Groupcall Support on your behalf.

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