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User Administration Workshop

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Kyle Theobald
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🔐 Become a Confident Administrator

This hands-on workshop is designed to give you a solid foundation in User and Site Administration. Whether you're onboarding new users, managing access rights, or customizing your site, this course equips you with the knowledge and practical skills to do it all efficiently and confidently.

 
🧩 Course Overview
1. User and Team Administration
Using Teams to set Site Access - Team Membership is used to control which Applications a User has Visibility of and which Records they have Access to. Use a Matrix of Apps and User groups to help to define which Teams will be needed on the Site. Here is an example:
 
Teams / Apps RAID App Projects App Assessments App
Team 1 Admin YES YES YES
Team 2: Projects Managers NO YES NO
Team 3: PMO) YES YES NO
  • Creating a new User - Learn the two methods of inviting Users via Invite and User Add. Understand all the properties that can be set on a User account, assigning User Permissions and initial Team Allocation.
  • Editing an Existing User - Once a User has been set up, there may be changes to the Users Access. The permissions dictating what the User to do may need updating, an email address may need updating or other User proprieties altered.
  • Common User Administration Tasks - In supporting the Users on your Site you will need to know the following key tasks. Sending a User verification request, triggering a password reset email and deactivating/reactivating Users.
  • Team Administration - This is the ability to create new Teams and also to change Users Team Membership by adding and removing Users from these Teams.
 
Tips for governing Users:
  • Have a defined convention for Usernames such as first letter of first name and last name.
  • Pre-Onboard users with an intro email explaining the platform and expectations
  • Use the User Import Add method for managing large user groups by role or location
 
2. Record Security

Secure your data with precision using a structured, 3-step security model:

  • Define default permissions in the App Builder

  • Use Workflows to automate record access

  • Manually review and override access rights when needed

 
3. Site Administration Tasks

Customize your platform and stay compliant:

  • Manage GDPR & Licensing Agreements

  • Update Selection Options to control form inputs

  • Tailor your site to meet organizational and regulatory needs

 
 
 
✅ Knowledge Checklist

Having complete the User Administration Workshop, as a means of qualifying your understanding of the material covered in the course you will be able to:

  • Add a new User via either the invite or add process
  • Update a Users Team Membership to move them from one team to another
  • Deactivate a User account to revoke access or reactivate an account to reinstate Access to a User
  • Trigger a Password Reset Email
As Administrators you may also find that you need to perform tasks around Site Administration as well. These would include:
  •  Updating Select List options for Selection Fields
  •  Updating Record Security to change the level of Access to Records for Users and Teams
  •  Update the GDPR or Licensing agreement Users on the Site must adhere to
 
📚 Supporting Resources
 

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