Access
Decide who can sign in and with which role: add a login, change it, remove or restore access.
What it's for
Nobody can sign in to the app unless an administrator gives them access. People → Access lists every login: employees, external collaborators and creators. Here you add a login, change an external login's role, and remove access when someone leaves.
Before you start
- You're signed in as an Administrator.
- To give a login to an employee, their profile exists and has a role and an email (see Add an employee).
Steps
Open the page
In the menu on the left, click People → Access. The title is Access: "Who can sign in to the portal and with which role. Access is invite-only."
Find a login
Type in Search name, email, role… to narrow the list. If nothing matches, the table says No accounts match followed by your search.
Give a login to an employee
Click Add account. In the window Add account ("Only invited emails can sign in, with a one-time code for this exact email."), keep Employee under Who is this account for?.
Open Employee and search by name, email or role. Only employees without a login are listed. Some are greyed out with the reason: Terminated, No role yet: set it on their profile or No email yet: add it on their profile. Missing someone? The link Add the employee opens the Add employee form.
After you pick someone, the window shows their Login email, Name and Role: "The login keeps following their profile: change the email or role there." Click Add account.
Or give a login to an external collaborator
For someone who isn't an employee, choose External collaborator ("Someone who isn't an employee. You set their email, name and role."). Fill in Login email, Name and Role ("Decides which pages they can open."). Click Add account.
For a creator, choose the role Creator, then link their accounts (see Creator logins).
Tell them how to sign in
The message says Account created and invite email sent. The person gets an email saying they can sign in, with a link to the sign-in page. The login works right away: they use that exact email and the code they receive.
In the test app the message says Account created. The test app doesn't send the invite email (it is in the outbox): tell them to sign in with a one-time code.
Change a login's role
- Employee: open the row menu (the three dots) and click Edit employee profile. Change the Role there and click Save changes. The login follows the profile.
- External collaborator: open the row menu, click Edit. In Edit account ("Changes apply right away, even if they're signed in.") change the Name or Role (the email can't be changed) and click Save changes. The message is Account updated.
Remove access
Open the row menu and click Remove access. The question Remove access for the person's name says "They are signed out right away and can no longer sign in. Their profile, payroll and history are kept." Click Remove access. The message is Access removed. They are signed out.
To let them back in, use Restore access in the same menu: "They can sign in again with a one-time code for the same email." The message is Access restored.
Delete an external login
For an external collaborator (not an employee), you can also delete the login for good, for example a creator login you made to try something out. Open the row menu and click Delete login. The question Delete followed by the name explains what happens; for a creator login it adds "Its creator accounts are unlinked and can go to another login." Click Delete login. The message is Login deleted.
Only a login with no history can be deleted. If the person already sent a request, has a task, posted or wrote something, the app refuses with Only an external login with no history can be deleted. Use “Remove access” instead.
What you should see
The table has the columns Person (name, a Test badge for test logins, and the email), Role (for creators, their linked accounts or No creator accounts under it), Infloww (the linked Infloww employee or Not linked), Employee (a link to the profile, or External collaborator), Last sign-in (date and time in New York time, or Never) and Access: Active (green) or Disabled (grey, row shaded). Active logins come first, then by name. On smaller screens the table leaves out Employee and Last sign-in (and Infloww on tablets); on a phone, Active or Disabled shows under the role.
The row menu offers Edit employee profile (employees) or Edit (external collaborators), Creator accounts (creator logins), Remove access or Restore access, and Delete login (external collaborators only). Your own row has no Remove access and no Delete login.
Test checklist
Good to know
- "Remove" only switches the login off. There is no way to delete a login, so a removed login can always be restored.
- Someone must always be able to manage access. Removing or demoting the last such person is refused: Someone active must keep “Manage access”. Give it to another role or person first.
- You can only give a role whose management permissions you have yourself. As an Administrator you have them all.
- In the same way, you can only remove access, delete or change the role of a login whose management permissions you have yourself, so nobody can lock out an Administrator. Otherwise the message is This login has permissions you don't have, so only someone who holds them can change it.
- No invite email is sent yet. Logins created from the employee form (Give portal access) never get one.
- The search box resets when you leave the page.
- While testing on shared data, use made-up people and remove their access when you're done.