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 will automatically create patron accounts, and 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

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. Choose a single role that best defines the access the user should have
         1. See role definitions 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. This section is only applicable to Stacks sites that are using the Patron Segment functionality 
   9. Domain Access
      1. This section is only applicable to Stacks sites that are part of multi-domain environments
         1. It allows Administrators to determine which subdomains the user is allowed to access
   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

When needed, modifications can be made to user accounts as needed. Deleting a user account is also possible, however an alternative consider is suspending a user account, in the event this person will required access again at some point in the future.

Editing, deleting, or suspending a user account is all accessed from the options seen when editing a user.

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. Editing an account
      1. Make necessary changes to the user account
      2. Click Save
   2. Suspending an account
      1. Scroll to the Status field
         1. Select Blocked
      2. Click Save
   3. Deleting an account
      1. Click Cancel account at the bottom of the form

Segments

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

To create a new segment:

1. From the Dashboard, click People
2. Click the Segments menu 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 filter vocabulary terms to associate with the segment
5. Click Create User Segment

To assign users to a segment, follow the steps discussed above for editing an account.

1. Once the user account is found, in the Patron Segments field, select the segment to assign the user to

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, in this case to manage Room Bookings. 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. Users with this role can add, publish, and delete events, as well as approve user signups

CONTRIBUTOR

• Allows users to create and edit content, including Events, News Articles, Resource Flows, and Sliders; however, a Moderator or Administrator must publish the content
  • This role is best suited for volunteers, interns, or other specialized team members responsible for writing content

EDITOR

• Allows users to create and edit all forms of content, excluding Database Listings, Menus, Room Bookings, and Filter Vocabularies; however, a Moderator or Administrator must publish the content
  • This role is often assigned to regular or part-time staff

MODERATOR

• This role provides the ability to publish or unpublish all content regardless of the author. These users are responsible for moderating and managing the publishing status of content produced by Editors and Contributors. Moderators do nothave permissions manage integrations, users, or any site 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 Dashboard to manage integrations, site configuration, design, analytics, content, and users
  • Users assigned to this role are typically in a management or decision-maker position who require the highest level permissions