How to set up and manage user accounts

Add a user (standard permissions)

To add a new user, click the Administration Cog > Manage Users > Add. Enter the following mandatory information: 

1. First Name
2. Surname.
3. A valid and unique email address.
4. Select licence type - Workspace/Project/Pro.
5. Free Checkbox - tick if assigning a free Workspace licence. 

6. Click Add.

The new user account is automatically created and will be displayed on the screen. The user access will default to Active. Inactive users cannot log in but can still be added to projects and receive outputs.

Review the form and when happy, click Actions > Send Welcome Message. Then Close.

Follow the steps outlined above to create a new user.  

There are 3 super permission options available:

1. System Administrator: can manage and maintain site functionality and user access. There is no access to project data.
2. Stage Administrator: can view and edit all projects within the selected stages and bypass workflows. Note: this includes module specific Administrators such as Timesheets, Resourcing and Performance. 
3. Stage Executive: can view all projects within the selected stages, apart from those marked as confidential. 
   

To assign these permissions, tick the relevant boxes on the user form and then click Actions > Send Welcome Message. Then Close.

User account form explained

The user account form has a number of options available, the core elements are as follows:

• Licence Type - select from Workspace, Project or Pro (based on the licence types purchased). When selecting Workspace, an additional ‘Free’ checkbox will appear. Ticking this box will assign a free version of the Workspace licence type.
• Active –  this is a mandatory field and will default to ticked when adding a new user. Untick to remove access. 
• SSO Excluded - used in conjunction with single sign-on and should be ticked when adding external users i.e. users not part of your active directory.
• Type – select Internal or External. 
• Email Address – this is the email address that the system generated emails will be sent to and must be unique. This is a mandatory field when adding a new user. 
• Email Notifications – tick this box to ensure active users receive all system generated notifications. Un-tick this box for inactive users. 
• Access to All Reports – if ticked the user will see all reports and data specific to their permissions. 
• User Select – tick this box to ensure the user’s name appears when searched for across the system. 
• System Administrator – only tick this box if the user will be a System Administrator (they will be able to configure the site and complete any additional actions ticked such as add new users, new lookups) 
• Stage Administrator – tick any stages that the user should be an Administrator for (they will be able to view and edit all projects in the selected stage and bypass workflows). 
• Stage Executive - tick any stages that the user should be an Executive for (they will be able to view all projects in the selected stages, apart from those marked as confidential). 
• Default Approver – tick any stages that the user should be a default project Approver on. 

Actions menu

There are a number of actions that can be selected from the actions menu. The core elements are as follows:

• Administrator Activity – this displays the admin activity for a user, e.g. when passwords are reset, Welcome Messages sent, etc. 
• Change Email Address - can be use if the user email address has changed.
• Report Access – can be used to allow or deny a user access to specific reports (if not using Access to all Reports option). 
• Reset Password – If a user forgets their password, this can be reset by clicking Reset Password. A new temporary password will be sent to the user which will need to be changed when they log back into Verto. 
• Send Welcome Message – This will be sent to a new user and inform them of their temporary password.
• Unlock User – If the user makes five unsuccessful log-on attempts their profile will be locked. Clicking Unlock User will allow them access to Verto using their existing password.

Review existing users

To find an existing user select the Administration Cog > Manage Users and use the filter funnels to search. From here you can either click Edit to access their user profile or click on the downward triangle to display a pop-up of all the projects that they have an involvement with. 

It is also possible to add individuals as inactive users who will not be using the system but may want to receive scheduled reports. These users will show as “Active = False” on the manage users list. 

To find out how many licences you are using you can select the Statistics option.