To add a new internal user and assign directly to a site perform the following steps:
- Go to User Management --> Internal Users
- From the list click the 'New Internal User' button
- Enter a Username, Email, First name, Last name
- Make sure the 'Active' tick box is selected to enable the user
- Save the user by clicking the 'Save' button
- Assign user security
When an internal user is added to the system they will receive an invitation email straight away, and will be able to register their account and access the site(s) they have been assigned to.
Admin and Billing Owner
An account has one admin and one billing owner. Both are moved to another user rather than added, and only the admin can move either of them.
| To | Do this | What happens |
|---|---|---|
| Make another user the admin | Open their record, tick Admin and save. Confirm “Hand over admin”. | They become the admin and you lose admin when you save. The account email changes to theirs. The confirmation reads “Make name the admin? You will lose admin and the account email will change to email.” |
| Make another user the billing owner | Open their record, tick Billing Owner and save. Confirm “Hand over billing”. | Billing emails and invoices go to them from then on. The current owner’s box is unticked automatically. |
Only an active user with an email address can be made the admin or the billing owner. The admin’s own Admin box is locked, with the hint “To stop being the admin, hand admin to another user by ticking Admin on their record.” Unticking Billing Owner is refused with “Choose the new billing owner instead — an account always has one.”
Older accounts that already have several admins keep them; nobody is demoted. Once admin is handed over, the account has one.
Deactivating and deleting users
The admin and the billing owner cannot be deactivated or deleted until their role has been handed to someone else. The message says which, for example “This user is the account’s admin. Hand admin to another user before deleting them.” or “This user is the billing owner. Make someone else the billing owner before deactivating them.” You cannot delete your own user.
Who can invite users
Only a user with the Admin or Setup Admin role can invite new users.
Passwords
When a user resets or changes their password, they are signed out of QTRACA everywhere else they were signed in. After a password reset, sign in with the new password; the reset does not sign you in.