Managing Users

 

About

A User is the identity for a person logging into your ProntoForms account.   

Having each person log in with a separate ProntoForms user allows you to better track their activity and report on what work they have completed.  It also allows you control their access to different parts of the ProntoForms system, and which forms they have access to. 

Note: Most ProntoForms customers are on license-based subscriptions. Users are separate from licenses.   Licenses are "available seats" and are what you pay for, while users are created to make use of those seats.   Read more about managing your subscription.

 

View Existing Users

  1. Mouse over the Users & Groups tab and select Users.
  2. You will see a list of all users currently on your account, with key fields shown in a table.


Fields:

  • Display Name: A combination of the user's First Name, Last Name, and Username
  • Role: See below.
  • Last Login: The last time the user logged in. Note: Mobile users remain logged into the mobile apps until they log out, so this is not a good indicator of their activity.
  • Last Reconcile: The last time the user reconciled a mobile app.  As a reconcile can be done manually in the app, or automatically only when the app was open, this is a better indicator of activity.
  • Device: The user's current active devices that they have used ProntoForms on.
  • Subscription: If you have multiple subscriptions (for example, different departments may get billed for their users separately), this will tell you which subscription the user is billed to.

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Filter the User List

You can search, sort, and filter the list of users to find ones that match your criteria.  This is a good way of finding users who may need assistance. 

 

Filters:

  • Activity
    • Never Reconciled:  The user has never used the mobile app, at least not while online.
    • Never Logged in: The user has never successfully logged in to the web portal or mobile app.
  • User Account Status
    • Access Suspended: The user is on a suspended subscription (typically due to a payment issues), and won't be able to log in.
    • Active: The user is NOT suspended.
    • Locked out: The user tried to log in to their username with the incorrect password 10 consecutive times.  Their account was locked for security reasons, and they will need to reset their password to log in.  Read more here about locked out accounts. 
    • Password Expired: The user's password has expired, and they will need to set a new one before they log in. Read more here about password expiry.
  • Role
    • Admin, User, Mobile-Only User: Users set up with each of these roles. Read more about roles below. 

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Export a List of Users

Admins can export a list of users in their team as a CSV file. The data will include all users and their user information and can be very useful for managing large teams.

  1. Go to the User List, as described above.
  2. From the Users drop-down menu, select Export users to CSV.
     

 

Sample Export Data

2017-07-25-UserExport.png

 

Information Included:

  • User Information: user ID, username, First Name, Last Name, Company, Role, Groups, user alias pairs.
  • Contact Info Fields: Email, Alternate Email, Phone Number
  • Account Information:  Device, Billing Info, Suspended (True/False), Created Time, Last Modified Time, Preferred Time Zone
  • Activity Information:  Last Login, Last Reconcile
  • Security Information: Locked State (Locked / Not Locked), Password Expiry Date, Password Status (Expired / Not Expired).

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View a User Profile

To access a user profile:

  1. List Users, as described above.
  2. Click on the name of the user you would like to view.




Within each user profile, there are several tabs: Account, Permissions, Devices, and Activity.

  • The Account tab displays information about the user, such as contact information, user activity, and user preferences.
  • The Permissions tab displays the Groups that the user belongs to, as well as, the user's specific role within each group.  
  • The Devices tab displays a list of the mobile devices that ProntoForms has registered to the user.
  • The Activity tab displays statistics about the user's activities, such as Data Record submissions.

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Add a User

NOTE: Accounts purchased through cellular carrier partners typically have each user automatically created once the ProntoForms feature is added to a particular line by the cellular carrier.  In these cases, new ProntoForms accounts MUST be added by the cellular carrier.

If you have already purchased licenses, you can add additional users without assistance.  Read here for more information about licenses.

  1.  Mouse over the Users & Groups tab and select Create User.
  2.  You'll be presented with a form to fill.  Required fields are highlighted with an asterisk. These fields will be discussed below.

 

Role

  • Mobile-Only User:
    • Mobile-only users can submit forms from their mobile devices.
    • Can change their own password from the web portal, but have no other access to administration tools.
  • User:  

    • This is the standard role for a typical field user.  As with a Mobile-Only user, a User can submit forms from mobile devices, but they can also log into the portal to view their submitted data records.  They will see their own submitted data.  
    • With advanced permissions configured, a User can also view and modify other users' permissions.
    • Can change their own password from the web portal.
  • Admin:

    • Is the highest level of access to a ProntoForms team.
    • Can view Data Records from all users on their team from the web portal.
    • Can create/edit/delete forms from the web portal.
    • Can manage all Forms, FormSpaces, Users, Groups, and Data in their team from the web portal.

 

Groups

This controls what access the user has to forms in the mobile app, or what extra admin permissions a regular user might have in the web portal. Read more about groups.

New users will be automatically added to Production Group.  



If you would like to attach the user to a different pre-existing Group, move the selected group from Available Groups to Attached Groups. 
Learn how to add users to different groups automatically.

 

 

Password

ProntoForms recommends sending users a link to set their own passwords.  

Welcome Email

If the user will have the option to set their own password, they will always receive a "Welcome" email that will help them log in. It will include a link for them to click to set their own password.




If you need to manually set a password for a user, it will NOT be emailed to them, as ProntoForms cannot send user passwords in emails. In this case, you will be responsible for letting the user know what their password is in a secure way.

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Update User 

At any point, user information and roles can be updated by the Admin. Users and Mobile-Only Users have the ability to change their own user information but cannot affect their own role.

For Admins:

  1. Navigate to the desired user's profile. 
  2. From the <username> drop-down menu, select Update.


For Users & Mobile-Only Users:

  1. In the web portal, select your own username in the top right. This will bring up your user profile.
  2. From the <username> drop-down menu, select Update.


  3. After applying the desired changes, click the update.jpg button.

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Change User Password

All users are capable of changing their own password. Admins also have the ability to change the user password of any member of their team.

Need to ensure users' passwords are secure?  Learn about setting password policies for teams.

For Admins:

  1. Navigate to the user's profile.
  2. Click the Change Password button.

For Users & Mobile-Only Users:

  1. Mouse over your username in the top right corner, and select User Profile.
  2. Click the Change Password button.
  3. Enter your Current Password and then set your New Password.

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Delete User

NOTE: Most customers have a license-based subscription.   Deleting a user does not reduce your licenses, and therefore will not reduce how much you are billed at your next billing period.  Read more about managing your subscription.


Admins can delete users from their team.

  1. Navigate to the user's profile. 
  2. From the <username> drop-down menu, select Delete.


  3. A pop-up window will appear to confirm your action. Click OK to delete the user.

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Latest Portal Logins

Admins can view the Latest Portal Logins of the users in their team. This will display the login statistics for a user, such as the date/time of logins, whether logins were successful or not, and the location of the user during logins.


View for a Specific User

  1. Navigate to the user's profile.
  2. From the <username> drop-down menu, select Latest Portal Logins.

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