How to add users

How to add users

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Users Management SurveySensum

Introduction

This feature enables you to share your resources, such as surveys, Dashboards, Crosstabs, contacts, and tickets, with other SurveySensum users. When users log into their accounts, they can access these resources based on the permissions assigned to them, including options like Everything, Create, View, Edit, and Delete.


You also have the flexibility to control the level of access for each user. For instance, if a user has view-only permission for a Dashboard, they can view it but won't be able to edit or access other resources associated with the project.


New User Invitation:

  1. The Survey page

  2. The Settings tab


1. Survey page:

On the Survey page, there is a + icon (as shown in the image). The user needs to click this icon, which will navigate to the Invite User page.

2. Settings Tab:

In the Settings tab, users will find a User Management section. Within the User Management tab, a table-like view will be displayed. By default, an Admin user will be listed in the table.







Invite User:
A common page for both invitation methods.




By clicking the Invite User button, a popup will appear. There are two steps to the invite process:


Email: Users can add multiple email addresses, either separated by commas or by hitting Enter. The added users will appear as chips in the input field.


Permission: In this step, users added in the first step will appear as chips. The administrator can assign specific permissions and multiple roles to these users.

 

Review & Invite: In this step, the administrator can review the permissions assigned and send the invitation.




Role: Displays the permissions assigned to each user. If a user has full permissions, it will display Admin. If the user has a specific role (e.g., Dashboard Admin), it will display the relevant role, such as Dashboard Admin.

Roles and Permissions Overview:
There are 7 role types:

  1. Admin: Full access to the entire portal.

  2. Dashboard Admin: Full access to assigned Crosstab and Dashboard.

  3. Dashboard View Only: View-only access to assigned Crosstab and Dashboard.

  4. Dashboard View Only and Ticket Agent: View-only for Dashboard/Crosstab; view/edit for tickets.

  5. Survey User: Full access to surveys only.

  6. Ticket Admin: Full access to ticket module (create, edit, delete).

  7. Ticket Agent: View/edit access to the ticket module only.

Onboarding:

After the invitation is sent, the Invite User popup will close, and a success toast notification will appear as “A verification link has been sent to your email”.

After this, when the user receives the invitation email, there will be a "Join Now" button. When the user clicks the button, they will land on the sign-up page. After entering their details and signing up, the user will be able to log in to the Dashboard and view the assigned survey.


         

User Table: The user table contains the following headers:

  1. Email ID: Displays the email address of the user.

  2. User name: Shows the full name of the user.

  3. Role: Displays the permissions assigned to each user. If a user has full permissions, it will display Admin. If the user has a specific role (e.g., Dashboard Admin), it will display the relevant role, such as Dashboard Admin.

  4. Status: There are three types of user statuses:

  • Active: Verified and active user.

  • Inactive: Users who are not using the account for a long time.

  • Pending: Includes a Retry option. By clicking this, the user invitation email will be resent, and a toast notification will appear.



  1. Action: Provides several options for managing users, including:

  1.  Edit Role,

  2.  Edit Resources,     

  3.  Clone Permissions, 

  4. Make Admin, 

  5. Deactivate and 

  6. Delete                                                                                                                         




  1. Edit Role: To edit a role, the user should click on the Settings icon and select the Edit Role option. In the Edit Role section, a full-width popup will appear, displaying a table-like view. This table includes the user’s permissions, such as Crosstab, Dashboards, Surveys, and Tickets. Users can now assign multiple roles to both existing and new users.



  1. Edit Resources: This table contains the user’s resource access, such as Surveys, Dashboards, and Crosstabs.

  2. Clone Permissions: This feature allows copying all of a user’s resource permissions to a new user. The administrator will only need to enter the new user's email and send the invitation directly.

  3. Make Admin: When making a user an admin, a confirmation popup will appear.

  4. Deactivate:To deactivate a user, a confirmation popup will appear, and the user will be temporarily deactivated.

  5. Delete: Removing a user from the account will also prompt a confirmation popup.



Sharing A Survey with a New User assigned the Survey User role:

The admin should navigate to the “All Survey” page, select the checkbox next to the desired survey, and choose “User Access” from the banner options. In “User Access”, the admin can search for the new user with Survey User role, select them, and click Send to share the survey. A confirmation toast will appear, and an email notification will be sent to the user.




Sharing a Dashboard with a New User assigned the Dashboard User role:

Ensure dashboards are created before sharing. The admin can build a dashboard and add survey reports or request team assistance.
To share, the admin should navigate to the Dashboard tab, select the desired dashboard from the side drawer, and click the Share button. A banner with options will appear. The admin should select “Share to Users”, search for the new user with the Dashboard role, and click Share. A toast message confirms a successful share.




Sharing a Ticket with a New User Assigned the Dashboard User Role:


The admin should navigate to the Ticket tab, select the checkbox next to the ticket to share, and a banner will appear. Click on “Assign Agent” in the banner. The admin can then search for and select the new user. A confirmation toast will appear, and the user will receive an email notification.




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