System Admin - Managing other Users on your account

System Admin's can manage the Users on their account without needing to come to Upshot for support on this.

Organisations can have unlimited users on their Upshot account, so each team member can have their own log in, which we would recommend rather than users sharing log in details. System Admin's can add these new users at any point.

Alongside this when users leave an organisation, System Admins should look to deactivate them to keep your account secure.

Additionally, from time to time colleagues may forget their password or username and as a System Admin you can help them sort this, either reminding them of their username or resetting their password.

This guide aims to support System Admins with managing these actions for their organisation.

Adding a New User
- User Roles
Deactivating Users
Changing password and account details for other users
Key Terms

Adding a New User

Written steps

Firstly, log in to your account as normal. On the main menu bar, select the Admin dropdown menu and select Add new user.

You will then be taken to the Add user page:

To find out more about the different User Roles please click here.

If the user has been created successfully the following message will appear at the top of your screen:

Activation Email

An email will then be sent to the email address you entered:

This is a two-step process:

1. The user clicks on this link to activate their account.

2. They will then be sent a subsequent email with a link to set their password for the new account.

Just as before the user needs to click on the link. This time they will be prompted to enter a password for their account. *

Note the password must meet the following criteria:

Your password can't be too similar to your other personal information (name, username or email address)
Your password must contain at least 12 characters
Your password can't be entirely numeric
Your password can't be a commonly used password

Once they have done this, they need to click Set/Reset my password. They will then be prompted to Sign In to their newly created Upshot user account, using their username and password.

*Note these links are time sensitive:

The 'Activation Link' expires after 10 days if not clicked on
The 'password reset link' expires after 1 day

If the new user has not activated themselves in time, System Admins can manually activate users or set initial passwords, more about this can be found here.

Deactivating Users

Old team members who may have left the organisation, or no longer need to log-in to Upshot should be deactivated. This will ensure only relevant team members are able to log-in to your organisations account.

System Admins can deactivate a user by going to:

Admin > Show all users
Clicking update next to the relevant users name
Unticking the Account active? tick box, shown under the Username

And clicking Save

This user will no longer be able to log-in and access your organisations Upshot account.

If this team member does need access again in the future, they can be reactivated.

Reactivating

System Admins can reactivate by going to:

Admin > Show all users
Clicking to view Inactive accounts

Clicking update next to the relevant users name
Ticking the Account active? tick box.
And clicking Save

The user will be able to log-in using their previous details if they can recall these, but if not they can either use the 'Username/Password Reset Links' provided on the log-in page, or System Admins can update these details for them.

Changing Password and account details for other users

Users with the System Admin role can update other users details. Login to your account and go to Admin > Show all users.

From here select the user that you want to change the details for and click update.

This will take you to the Edit user page where you can manage and update the information for your user.

Changing another User's Password or Username

From this page you can notify your colleague of their existing Username or update either the Username or Password.

If you wish to reset the user's password to allow them to log back in.

Select Change users password from the Tools section on the right-hand side of the page.

You will then be asked to enter a new password and then confirm that new password. Finally, click Save.

Once you have clicked Save, you or the user will be required to use the new password when logging in to Upshot.

If a user has Two-Factor Authentication enabled, please refer to the specific guide here, to how as a System Admin you can support them if they have forgotten their log in details.

Changing Users access to projects or their user roles

Update the user's roles or the projects they have access to and then click Save.

Key Terms:

Two-factor authentication (2FA):

Two-factor authentication (2FA) is a process that combines normal username and password authentication with a single-use token (OTP - one-time password), typically generated by a physical device or a smartphone app. This combination of “something you know” with “something you have” increases confidence that the user is authentic and is becoming more and more widely adopted, especially for applications that contain sensitive data.

For more information on this please refer to the Two-factor authentication guide.

User:

Someone who can log in and has access to Upshot. There are different user roles which allow different levels of access. Users can hold more than one role at once.

User Roles:

System Admin:

Has full access to all the options in the Admin tab and can create and edit users, and manage system preferences such as attendee data fields, timeline events and locations. This role (on its own) does not have access to attendees’ personal details.

Roles Specific to Delivery Organisation Accounts:

Project Director:

A project director is a role related to a Delivery Organisation. A user with this role has the ability to view the system in its entirety, except attendees’ personal details. The role does not have the permission to make any changes to the system. A project director can pull reports from the system, but none containing personal details.

Project Manager:

A project manager is a role related a Delivery Organisation. A user with this role can configure projects, including locations, activity types and outcomes. Has access to attendees’ personal details and can create activities, indicators and sessions for the project they are associated with.

Session Registrar:

A session registrar is a user role related to a Delivery Organisation. A user with this role has access to attendee’s details and registers. They can add or remove attendees to registers as well as submit them. They can also report against people and attendance. You may give this role to a sports coach. Note: If you are going to choose the ‘session registrar’ role, you may want to add the ‘attendee’ role as well, since session registrars often need to be added to registers.

Attendee (User role):

An attendee user role is a user role related to Delivery Organisations. Selecting this role will create a participant profile for the user. This allows a session registrar to record themselves or another user as the instructor/coach/participant on a session. This role is designed specifically to sit alongside other roles, with no administrative power of its own.

Roles Specific to Facilitating Organisation Accounts:

Programme Manager:

A programme manager is a user role related to Facilitating Organisation accounts. A programme manager can view specific programmes they are associated with and run specific reports on only this programme. A programme manager can also amend the outcomes, activity types and register preferences for that programme.

Programme Director:

A programme director is a user role related to Facilitating Organisation accounts. A programme director can view all programmes and run reports for all programmes but cannot make any changes to this programme.

Project Viewer:

A project viewer is a user role related to Facilitating Organisation accounts. A project viewer can view a sessions list and activities calendar for the project they are associated with. They can see how the project is performing against indicators but can not make any amendments to the project.

For more information please refer to the short video here.

Roles Specific to Upshot Club Projects:

Team Manager:

This role is for our Upshot Club Projects to manage the team function. This is a role related to Delivery Organisation accounts. It works similarly to the Project Manager role. Team managers will only see the relevant teams they are made managers of and be able to add activities and sessions to this team.