Kavi Help CenterKavi® Members Help
| Chapter 64. Add a User | ||
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Part VIII. Kavi Members Admin Tools | 
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Table of Contents
The Add a User tool allows administrators to add a new user to the Kavi Members database and grant appropriate Web site access privileges to the user, depending on the user's purpose, the company with which the user is associated and any positions of responsibility the user may hold with respect to the organization, such as primary contact. The Admin adds information about the new user, including the user's company, personal and contact information, memberships and privacy preferences.
This tool is only one of the ways that users can be added to the database. Individual members or company representatives can sign up online, company representatives designated as primary contacts or other kinds of company contacts or administrators can be added when their company is added or users may be added during batch upload operations when the database is populated as part of the site setup process or when multiple new users are added at once as a result of a promotional campaign, etc.
Each user is assigned a Purpose, which determines the way Kavi Members manages the user and database requirements. The Purpose determines how forms are displayed to guide you through the process of adding a user.
Options:
- Individual Member
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This purpose will be available if your organization offers memberships to individuals. An individual member is usually assigned to a company for individuals that an Admin has added to the Kavi Members database solely to group individual members so they can be managed effectively. Some organizations prefer to add the user's actual company to the database, even though these companies aren't members and these individual represent themselves, rather than their companies.
Data requirements for individual member tend to be stricter and more extensive than data requirements for users with other purposes. This is especially true of membership information (of course), but applies to many other kinds of data that may be collected for member companies only, such as an image of the user. An Admin adding an individual member will see many fields that aren't displayed when adding other kinds of users. Most of the User Types assigned to Individual Members are automatically assigned through membership.
- Company Representative
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This purpose will be available if your organization offers memberships to companies. Before a company representative can be added, their company must exist in the database. Data requirements for company representatives are more extensive than any other kind of user, and a primary email address that uses one of the company's accepted domains may be required.
Company representatives should be assigned any Company Administration and Contact Types that are normally auto-assigned on signup. Auto-assigned types, such as 'Employee' (which Kavi Members adds by default but may be superseded on your site by custom auto-assigned types), establish the user's relationship to their company. These auto-assigned types usually don't convey roles, but most company representatives inherit the 'member' role that conveys access to the Members Area through types assigned to their company through membership. Company representatives who fulfill special positions in the organization, such as primary contact, are assigned the Company Administration and Contact Type corresponding to that position.
- Nonmember
This purpose is available if the Web site is configured to track individual nonmembers. Nonmemberss may be assigned general User Types designed specifically for classifying nonmembers (e.g., 'Potential Member', 'Observer', etc.), or User Types that may also be used to classify individual members but do not convey roles and access reserved for members (e.g., regional designators such as 'Pacific Northwest', 'Southwest', etc.). Some organizations manage nonmembers almost like members, granting access to the Members Area to registered nonmembers. In these cases, nonmembers are assigned User Types that confer the 'members' role, such as the default 'Members Area Access' type.
- Staff or Administration
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Staff and administrators tend to require a higher level of access privileges than most users. At the Super Admin level has access to all tool menus and the Kavi Members database but won't have access to sensitive content on the site. Staff and administrators may inherit privileged roles through a Company Type assigned to their company, then have additional levels of access layered onto these basic privileges through User Types that reflect the position the staff person or administrator holds with respect to the organization.
For example, the user may inherit the 'member' role and access to the Members Area through the default 'Members Area Access' Company Type assigned to their company so that all the staff company's users can maintain their own information. If this user is responsible for editing Web site content, they may be assigned the 'Editor' User Type, which confers the 'Editor' role and Kavi® Edit access they need to perform their job.
Because users exist in the Kavi Member's system only in relation to a company, each user must be assigned a company. In organizations whose membership is based on individuals, individuals are associated with one or more abstract companies having the purpose of 'Company for Individual Members.'
This user's company must be selected from the list of available companies. If this user's company is not in the database, the company must be added before the user can be added.
If this user is an individual member, you may add memberships at this time. This membership will go through the normal membership workflow, including any billing and moderation steps that the membership type is configured to impose, unless you elect to manually override certain parts of the process. For example, you may manually set the start date, pay any membership bill and specify whether the membership should go current immediately (in which case you are acting as moderator for moderated memberships).
If this user is a company representative, be sure to enter a primary email address if available. If accepted domains are enforced, this must be a company-issued address.
Retrieve and view a user's company, personal and membership information stored in the Kavi Members database.
Gain access to links to tools to manage this user's information.
Add information to create the database record for your new user.
Add this individual's Purpose and company affiliation, plus personal and contact information.
Most options are self-explanatory, but those that may not be include:
- Purpose
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Set this user's purpose.
If you are editing a user's purpose, only purposes with compatible data requirements and types are displayed (e.g., if this user currently has a purpose of 'Nonmember', 'Individual Member' will be displayed). If you need to change this user to a purpose that isn't displayed, you will have to delete, then re-add, the user in order to assign the new purpose.
- Company
Every user must be associated with a company. You can narrow the list of companies displayed in the pulldown list by setting the user's Purpose and clicking 'Show Matching Companies Only'.
- Personal Info
Enter the user's name and title exactly as it should appear on an address label. The name and title entered here may be displayed on the company roster (depending on your organization's privacy policy and the user's privacy preference settings), in any Kavi® Groups in which the user participates and on other dynamic lists.
- Contact Information
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Enter email and phone contact information.
Note
Depending on site configuration, an email address may not be required. However, unless a valid primary email address is provided, the user will not be able to receive login information or other email notifications automatically.
- Preferences
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Available privacy preference options depend on your organization's policies and web site configuration.
The following options may be available:
- Receive Members Email
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If this is set to 'No, do NOT send general members email', this user will be unsubscribed from the Members@(your site domain.org) email list and can be excluded from template-based email tools. Administrators may take this user's preferences into account when sending other kinds of communications.
Note
This setting does NOT affect other mailing lists or contact options on this site, including those in Kavi® Groups.
- Privacy Option
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If set to 'Yes, share information', user information will be displayed on the roster.
If set to 'No, do NOT share information', this user's information or entire account can be hidden, depending on the site configuration. Selecting this setting has the following effects:
Removes (or partially hides) this user from a roster of people from the same company available to this company
Removes (or partially hides) this user from membership rosters and directories
In Kavi Groups, sets 'Display my address and phone number in addition to my name and email address' to 'No'
Select any memberships that will be held by this user. You may manually set a start date if you would like to override automatic processing of this membership. This page will be skipped if the purpose of this user is not 'Individual Member'.
Options:
- Membership
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Select the appropriate type of membership for this individual.
Important
Membership Types often confer roles that grant access to protected areas of a site, so when you create a membership for an individual, you may be granting access privileges that will go into effect as soon as the membership becomes active. Most memberships confer the default role 'member', that allows users to login to Member pages where they can edit their information and change their password. If this individual requires access privileges in addition to those granted through membership you may assign these on the 'Admin Info' step.
- Start Date
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You should only set the Start Date if you want to override automatic processing of this membership. If you want this membership to go through the usual membership process, including any billing or moderation, do NOT set the start date fields.
If you do want to override automatic processing for some reason, here are some ways you can use this option:
If the membership term has already begun (the start date is in the past) and you want to add a membership retroactively, you may set the start date in the past.
If you are adding a membership that shouldn't start yet, you may set the start date in the future.
View and assign types to classify the user and confer roles that grant access required by this user.
For information on any of the types presented here (including roles conferred through each type), click the link displayed at the top of the 'User Types' section. To visit the Concepts documents on types, including Company Types, Company Administration and Contact Types and User Types, click the links in this page help. You may also refer to the Kavi Members Default Types and Kavi Members Default Roles documents in the appendix, which includes links to information about default types and roles installed by other Kavi applications.
Options:
- Administrative Details
Information you entered on the previous step is displayed for reference. Press the Back button if you need to correct any of this information.
- Company Information
- Company Name
The name of the company to which this user belongs.
- Company Types
Types assigned to this user's company. The user inherits any roles and access conferred through these Company Types.
- Company Administration and Contact Types
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Every user must be assigned a Company Administration and Contact Type to establish their relationship with their company, even if this is an individual-based organization and the purpose of the "company" is 'Company for Individuals'. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form, such as the Kavi Members default type 'Employee' or a custom type specific to the site (these types will be preselected when displayed).
If this user is a company representative who holds a special position in the organization, assign the type that corresponds to this position. These types may include types installed by other applications, such as 'Billing Contact' or 'Showcase Company Editor'.
- User Types
- General User Types
Assign any General User Types that are appropriate. These types may confer roles and access, or may be used just to categorize users. Every user should be assigned the type(s) that would be auto-assigned if the user signed up through a signup or application form. These types will be preselected when displayed.
- Kavi Edit Access
Grant or revoke access to Kavi® Edit tools and permissions that allow the user to edit specified areas of the Web site. These are usually assigned only to users whose purpose is 'Staff and Administration'.
- Administrative Access
Grant or revoke access to Admin areas and tools for Kavi Members and other Kavi applications. These are usually assigned only to users whose purpose is 'Staff and Administration'.
- Notes
- Activity Note
Add a note to this user's activity history. This note is visible to administrators only, and can be viewed through the User Activity History tool.
This page displays the scheduled email generated by actions you've just initiated through this tool. Each scheduled email is listed by the name. These don't include scheduled email for other applications that may be installed, such as Kavi Billing or Kavi Showcase.
By default, each email in the queue is set NOT to go out. If you want to send this email, set the 'Send Email' option to 'Yes, send this email.', then review the message and edit if desired. When you press the Send Selected Email button, the email you selected will go out immediately. Any message you opted not to send will be suppressed, so you may need to manually generate a message at a more appropriate time through the Send Template Blast to Users tools. The email templates used for scheduled email listed here are available to you when generating manual email blasts through these tools.
To identify the template used to generate this email, go to the View Email Schedule tool and find the value in the 'When' column that most closely resembles the heading here. The name of the template used for that scheduled email is displayed in the 'Template' column.
Fields:
- Email template
The email template on which this email is based. The default template will be preselected in the pulldown list. If you wish to use a different template, select your preferred template in the pulldown list and click 'Change Template'.
- To:
The recipient(s) to whom this email will be sent.
- Cc:
A list of email addresses, aliases or contacts that will be cc'd when this email notification is sent.
- From
An email address identifying the sender of this email. Generally this field is prefilled with an administrative alias in the format 'admin@your_domain.org'.
- Subject
The text that will appear on the subject line of the email.
- Body
The body stores the contents of the email message. This is prefilled with information that you may edit before sending the message.
You have just added a user and information about this user is presented for you to review. If you would like to add another user, click Add Another. If you would like to edit this user, click Manage this User.
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| Part VIII. Kavi Members Admin Tools |  |
Chapter 65. Manage a User |