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How do I add Users in the Admin Portal?

Users can be added to Certainty in the Admin Portal in 'Administration - Users & User Groups'.

Adding a user and making it possible for them to access and submit checklists is a three-step process. You need to fill out Login details, Personal details and decide what Access & roles to give the user.

Adding a user

  1. Go to 'Administration – Users & User Groups – Users'.
  2. Click the green 'Add' button to open the 'Add User' form.
  3. You need to fill out Login details, Personal details and decide what Access & roles to give the user. If you want to create:
    1. A field user – Set ‘Mobile app access’ ON
    2. An administrator – ‘Set ‘Admin portal access’ ON
  4. Click ‘Save'.

Step 1 - Login details

  • Provide log in details such as username and email address.
  • You can invite a user or set the users password.
  • If you choose ‘Invite user’, an email will be sent to the email address you provide with instructions how to log in.
  • A valid email address must be added for a user to receive automated email notifications from Certainty.
  • If you choose ‘Set user password’, you can provide them with a temporary password.
  • Usernames and email addresses must be unique.

Step 2 - Personal details

  • Provide personal details such as name and phone number, select who their supervisor is and allocate them to one or several user groups. If no user groups are available, you either do not have access to them or there may not yet be any user groups available to choose from.
  • You can specify the default language of users if you have translated all or parts of your system. This ensures that any checklist report PDFs they download in the app or receive through automated notifications, will be delivered to them in their language.
  • A user must be ‘Active’ to access and use Certainty. You can make a user inactive if you want to retain information about them (e.g. checklists completed, actions completed) after they no longer need access to Certainty.

Step 3 - Access & roles

Mobile App Access - Field users

  • If a field user needs access to the mobile app to complete checklists, leave the ‘Mobile app access’ toggle on (default).
  • Now decide if the user will have access to all sites in the mobile app (default) or if you wish to limit their access to only some sites and site groups by setting the ‘All sites’ toggle to off.
  • If you turn the ‘All sites’ toggle to off you can choose exactly which ‘Site Groups’ and ‘Sites’ the user will be able to complete checklists for in the mobile app.
  • We recommend that you set up site groups for users that have similar needs to speed up the process. You can always change a users access later if you want to limit or expand their site access.
  • Mobile app users can have different access (their scope of sites and checklists) but by default all mobile app users have the same basic permissions to start, edit and submit checklists and to add and edit actions and comments. What a user is able to do when completing a specific checklist or editing an action during an audit, inspection or assessment can be determined by workflow settings.

Admin Portal Access - Administrators

  • If the user is also an administrator who needs access to all or part of the admin portal, turn the ‘Admin portal access’ toggle on.
  • Set the ‘Same site access for mobile app and admin portal’ toggle to on if the user should be able to access the same sites in the mobile app and the admin portal. If you turn this toggle on, changing a user’s access to sites in the mobile app will change their site access in the admin portal and vice versa.
  • Leaving ‘All Users and ‘All Sites’ on (default) will allow the user to access data from all users/user groups/sites/site groups.
  • Toggling ‘All Users’, ‘All Sites’ off will allow you to limit what a user can see in the admin portal to information only from the selected users/user groups/sites/site groups.
  • We recommend that you set up user groups and site groups for users that have similar needs to speed up the process. You can always change a users access later if you want to limit or expand their site access.

Admin Portal Permissions (Roles) - Administrators

'Roles' (permissions) in the admin portal determine what tools and records a user can view and how they can interact with them. We recommend you limit the number of users with administrator permissions to only those that need it and select only the role groups or roles that each user needs.

Notes

  • Set up role groups for users that have similar needs to speed up the process of giving users permissions. You can always change a users roles later if you want to limit or expand their permissions.

  • Once a user has been added to Certainty, their information can be viewed in the Admin Portal in the ‘Administration' area under the ‘Users’ tab.

  • Important! If you want a team member to be able to submit completed checklists (inspections, assessments, audits, observations, etc.), they must be added to Certainty as a user with access to the mobile app and have access to the site with that checklist allocated – or linked – to it.

Learn this next... 

How do I edit Users in the Admin Portal?