The ability to create and manage staff user accounts is functionality that can be handled by administrators via the dashboard. Administrators can create all account types on behalf of users, and self-registration can be enabled to allow users to create patron accounts for themselves. Segments can also be created to group users together for the purpose of content management, should you have the need to restrict users' access to certain content.

Patron accounts can be a little different, third-party authentication solutions such as an ILS or SSO can automatically create patron accounts, but these must be managed at the Identity Provider (IDP) level; this means if your patrons use OpenAthens to authenticate, any patron passwords or information must be modified in OpenAthens.

Creating New User Accounts

Considerations

Segments

A segment allows administrators to group one or more users together for the purpose of content management. If you have a need to control the content that certain groups of users should see or have access to, segments allow you to perform these actions.

To create a new segment:

1. From the Dashboard, click the People tile
2. Click the Segments tab near the top of the page 
3. Click + Add segment
4. In the window that opens complete the fields
   1. Title - this is the name for the segment
   2. Segment Terms - add relevant terms to associate with the segment
5. Click Create User Segment

Users can be assigned to a segment either manually (described below) or by using a Survey at login.

To create a new user account

1. From the Dashboard, click People
2. Click  + Add User
3. Complete the fields in the window that opens
   1. Email Address
      1. Enter a valid unique email address; this will also be the default email address for the user to receive all Stacks communications
         1. Communications can include event signup confirmations, reminders and broadcasts, room booking confirmations, and password resets
   2. Roles
      1. Select the most appropriate role for the user
         1. See role definitions and permissions granted at the bottom of this article
   3. Username
      1. Provide a unique username which the individual will use to log into the Stacks site
         1. This can be an email address and can contain special characters
   4. Password
      1. Enter a strong password that meets the strict guidelines implemented by the Stacks site, parameters are:
         1. Passwords length of 8-64 characters 
         2. Passwords cannot contain repeating characters
         3. Passwords cannot contain sequential identical characters
         4. Passwords cannot contain context words
         5. Passwords cannot contain the users name
   5. Status
      1. Set the status of the account choosing from the following options, see Editing User accounts (below) for more information
         1. Blocked - Temporarily disable the account
         2. Active - The account is enabled and in good standing
   6. Notify User of New Account
      1. When this option is checked, an automated message will be sent to the email address provided with instructions on how to update their password and access the Stacks site as a user
   7. LDAP Options
      1. This section is only applicable to Stacks sites that are using LDAP authentication
         1. This section allows administrators to set a rule to allow creation of LDAP accounts and define conflict resolution for associated accounts
   8. Patron Segments
      
      1. Select the the most appropriate value, if this feature is being used 
   9. Domain Access
      1. Select the domain(s) the user should have access to
         1. This section is only applicable to Stacks sites that are part of multi-domain environments
   10. CAPTCHA
       1. Complete a captcha challenge to prove you are a human
          1. This is designed to prevent multiple unwanted submissions
4. Click Create new account

Editing or Deleting User Accounts

Edits can be made to user accounts as needed, this could be to change a users role, username or password, segment, or domain (if applicable).

Deleting a user account is also possible, however, deleting user accounts can result in the loss of content they created, consider suspending the account as an alternative. 

To edit, delete, or suspend an account:

1. From the Dashboard, click People
2. Find the user by:
   1. Browsing the list; or
   2. Search the list by name or email address
3. Once found, under the Operations column, click Edit
   1. To Edit an account
      1. Make necessary changes to the user account
      2. Click Save
   2. To Suspend an account
      1. Scroll to the Status field
         1. Select Blocked
      2. Click Save
   3. To Delete an account
      1. Click Cancel account account at the bottom of the form, you will be taken to a confirmation screen, select the most appropriate option then click Confirm to complete the deletion of the account

Role Definitions

PATRON

• Provides users access to the patron functionality of your Stacks site using Stacks internal authentication or third-party authentication. Patrons do not have access to create or manage any content on the site

BOOKING MANGER

• Provides users limited access to the Dashboard, it is restricted specifically to the Bookings Management functions.
  • Users with this role will be able to add and book rooms, as well as approve or decline room bookings

EVENTS MANAGER

• This role provides limited access to the Dashboard, it is restricted specifically to the Events Management functions, excluding the Event Settings.
  • Users with this role can create, edit, and delete events, as well as edit or delete event registrations

CONTRIBUTOR

• Allows users to create and edit content, including: Custom Blocks, Index Pages, News Articles, Pages, Research Guides, Reserves, Resource Flows, and Sliders
  • This role can save content in a: Draft, Needs Review, or Published state
  • This role is best suited for volunteers, interns, or other specialized team members responsible for writing content

EDITOR

• Allows users to create and edit most forms of content, but this excludes: Database Listings, Events, Menus, and Room Bookings
  • This role can save content in a: Draft, Needs Review, Reviewed, Published or Unpublished state  
  • This role is often assigned to regular or part-time staff

MODERATOR

• This role provides lite-administrator capabilities, specifically, this role can moderate and manage the publishing status of content produced by Editors and Contributors. This role also has access to add and edit filter vocabulary values, and add content to landing pages; however Moderators do not have permissions manage integrations, users, or any other system configuration
  • This role is typically reserved for experienced staff trusted with managing content, programs, events, room bookings, directories, and filter vocabularies

ADMINISTRATOR

• Provides complete access to the full Dashboard functionality, including the ability to manage integrations, site configuration, design, analytics, content, and manage users
  • Users assigned to this role are typically in a management or decision-maker position who require the highest level permissions 

PROGRAM MANAGER

• Provides users limited access to the Dashboard, since users can only be assigned 1 role, this role has been created for users who require access to both the Bookings Management and Events Management features. 
  • Bookings Management
    • Users with this role will be able to add rooms, update room filter vocabularies, configure booking settings, as well as approve or decline booking requests
  • Events Management
    • Users with this role can create, edit, and delete events, as well as edit or delete event registrations