Adding, Modifying, and Re-inviting Internal Users

Adding, Modifying, and Re-inviting Internal Users


In EEXAR an Internal User is one who manages Records, whether their own or those shared by other Internal Users, within the Domain. In addition to accessing the data, some of the Internal Users can perform administrative functions for the smooth running of the Domain account. As Super Admin, you can add Internal Users to the organization's EEXAR account, enabling your employees to carry out their day-to-day tasks independently.

Adding Internal Users in EEXAR is based on your Subscription plan and number of Internal Users licenses. Each Internal User can sign in to their account with an email address and password. Every Internal User is attached to one or multiple Internal Groups.

Types of Internal Users

Super Admins:  Internal Users who can access the entire system. There must be at least one Super Admin who can access all the data and features in your EEXAR account. Example: CEO or any top levels in your organization's hierarchy like top officials or top management. 

Standard Users:  Users who can access data according to their defined Permissions (Groups) in the organization. Example: Sales managers, marketing managers, project managers, etc.

Points to Consider While Adding Internal Users
  1. The Super Admin adds an Internal User by providing its email address and Internal Group.
  2. Once the user's details are added, the system automatically sends an email invitation to the user's email address provided by the Super Admin with a recap of which group it has been invited to, as well as the permissions and access it has been granted thanks to the group it belongs.
  3. The user accesses the Domain by clicking the Access link in the email.
  4. After accepting the invitation, the user completes whichever of the following is applicable:
    • User is new to EEXAR and does not have an EEXAR account:
      • After clicking the access link in the email, the user will be redirected to the login page
      • User then uses its email address to connect to the Domain (password is also the email address).
      • User lands on a simple sign-up page.
      • User will sign up and create an account with EEXAR.
      • On creating the account, the user should click the Continue button.
    • User already has an account with EEXAR:
      • After clicking the access link in the email, the user will be redirected to the login page.
      • User then uses its EEXAR credentials to connect to the Domain.

Adding Internal Users

In the paid Subscription plans, the number of Internal Users that you can add is based on the user licenses purchased.

To add users

  1. Log in to EEXAR with a Super Admin account.
  2. Go to Users > Users.
  3. In the Internal Users tab, click Create user.


4. In the Create Internal User(s) page, enter the following details:
  1. Email : Enter one or multiple user's valid email address(es) that has/have not already been used by an Internal User in any other Domain. An invitation will be sent to this/these email address(es).
  2. Groups: Choose the Group(s) of the user in your Domain.

5. Click Invite.
The system sends an invitation to the user's email address(es).



Note

Internal Users in other Domain

While adding a user to your account, if the user's email address is already registered with another Domain, you will not be able to register it with your Domain. For example, if Mr. John Doe is registered with email address john.doe@example.com in Domain A, you will not be able to add him in the Domain B (which is yours) using the same email address.

However, you can add the same user to your account by using the options below:

  • Request the user to delete the registration with the existing Domain (by contacting its former Super Admin) and then add them to your Domain.

Modifying Internal Users

When you add an Internal User, you will start by be adding him/her to a group. You can change the user's groups when you need.

To modify an Internal User's group

  1. Go to Users > Users.
  2. In the Internal Users tab, select the user from the list to modify the user group(s).
  3. In the User's Details section, check the corresponding group(s) to which you want the user to belong.


  4. Click Update.

Re-inviting Internal Users

If a user has been removed from your Domain, but needs to be re-invited. Super Admins can re-invite the user, just re-type his/her e-mail address as you would invite the user for the first time, you should see a green badge that mentions "exist" appearing next to the e-mail address, this means that this user has an EEXAR account. It can happen that the user already joined another Domain as an Internal User, then the badge will be red and mention "invalid". In this case, you will need the user to delete the registration with the other Domain (by contacting its Super Admin), before you can re-invite him/her to your Domain.

To re-invite a user

  1. Log in to EEXAR account as Super Admin.
  2. Go to Users > Users.
  3. In the Internal Users tab, click Create user.
  4. Execute the usual process of creating an Internal User.

Points to remember:
When you are invited to Company A's EEXAR account and...
What you need to do
You do not have an existing EEXAR account.
Click on the access link in the invitation email to join Company A's Domain.
You are already part of Company B's Domain.
Ask the Super Admin of Company B's EEXAR account to delete you from that Domain. Then click on the access link in the invitation email (sent after being removed from Company's B Domain) to join Company A's Domain.
You are already part of Company B's Domain. Also, you are the Super Admin in the same account.
In Company B's EEXAR account, make another user as the Super Admin and ask the same user to delete you from that Domain. Then click on the access link in the invitation email (sent after being removed from Company's B Domain) to join Company A's Domain.
You are already part of Company B's Domain. Also, you are the only active user in the Domain.
Delete Company B's EEXAR account and then click on the access link in the invitation email to join Company A's Domain.
In this case, Company B's EEXAR Domain will be closed and all the data will be securely erased. An email will be sent to you to recap your action.
SEE ALSO

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