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Manage users in the admin area

This is an admin task. 

To see a full list of the users in your OpenForms organization, go to Admin > Users.

list.png

Here you can create new users, and edit or deactivate the accounts of any users that are not managed by external systems like Azure AD or OpenCities. 

See manage users for more information on externally managed users.

Add a user

If your organization uses an external system to manage users, you should check with an account owner before creating new users in the admin area. 

To add a user:

  1. From the main menu, go to Admin > Users.

  2. Select Create User.

  3. Enter the Basic details

  4. Use Permissions to select their role

    role.png
    You can select multiple roles (for example, author and reviewer). Some roles, like account owners and admins, contain multiple roles by default. Only account owners can create other account owners.

  5. Set their notification settings. They’ll be able to change these themselves later.

  6. Select Create.

Your new user will be sent an email with a link for them to set their password. Once they’ve done this, they’ll be able to login to OpenForms.

Edit a user

  1. Find the right user, open the '...' menu, and choose Edit.

    edit user.png

  2. Change the user’s Basic details, Permissions or Notifications.

    edit user.png
    Only account owners can assign other users the account owner role.

  3. Save your changes.

Deactivate a user

Deactivating a user will disable their user account. You or another admin can reactivate it whenever you want.

  1. Find the right user, open the '...' menu, and choose Deactivate.

    deactivate user.png
    Only account owners can deactivate other account ownersYou cannot deactivate your organization's last account owner. If your organization has one account owner, you must make another user an account owner before you deactivate them.

  2. In the popup window, choose Deactivate user to confirm.

See a list of the users you’ve deactivated under Deactivated users. To restore an account that’s been deactivated, select Reactivate, review their user details, and confirm your choice with the Reactivate user button. They’ll be sent an email with a link for them to set a new password.

Disable 2-step verification

Account Owners and Admins can disable multi-factor authentication on behalf of other users.

  1. Find the correct user and use the '...' menu to select Disable 2-step verification.
    manage users disable mfa.png
  2. Select OK in the confirmation pop-up box.

What's next?

When your users have the best roles for their needs, it’ll be easier for you to control how your forms are managed. If you want, you can even give individual users access to specific forms to make sure you’ve got the right people working on the right stuff.

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