Administration Site Help Documentation Users (People) on the SystemAdding in a new user and setting them up with Roles in a Group, or as a Coach of a Group

Adding in a new user and setting them up with Roles in a Group, or as a Coach of a Group

This is how to add in a new users to the system, one user at a time. To enter multiple users, set them up on a spreadsheet and import them (see importing multiple users).

On the Administration Site click on "People"

Select "Create new Person"

Add in their first name, last name username and the like as shown below

Set up the Users details

-First Name: the first name (must be entered into the system)

-Middle Names: the Middle Name

-Last Name: the Last Name (must be entered into the system)

-Username: is used when they login (must be entered in the system). We suggest using first.last name

-Known As: The name that is shown when others are viewing their information

-Email Address: Your e-mail is the address that any reports, messages, or new passwords are sent to

-Sex: Male/Female

-Picture: An image of the athlete can be displayed beside your Know as details. Browse, select and upload the image.

N.B. If you do not select "Upload" your picture will not be updated

Add in a unique Password into BOTH columns and keep a copy of this as the system does NOT send out the password due to confidentiality

Critical Information about Passwords

You MUST add in a password for each new user into BOTH password boxes. if you do not, you will not be able to save the details about the new user.

The Password is NOT shown with the user account information due to security, so once you enter in the password you need to securely keep a copy of it so you can include it in the users login e-mail.

Passwords need to be a minimum of 6 characters. For security try and use a mix of letters and numbers. NEVER use a simple 123456 or just a first name.

The Generate Random should ONLY be used when you are adding users to the system and they will NOT be logging in to enter or view data about them selves. This was set up specifically to allow the Administrator to add new athletes whom would not be logging to the site.

Date of Birth can be typed directly into the date box using the MM-DD-YYY format (05-27-1984)

-Date Of Birth: You can type in the date and the month and the year like this: 05-27-1984 to type the date directly into the system

Use the << arrows to move between years and the < to move between months to select the correct date using the pop-up calendar. Move to the correct date and then right mouse click on the correct day.

Sex: Click on the drop down and select the correct gender. Please ensure this is correct as this information is used in reports and the like

Address and Phone numbers: You can add multiple addresses and multiple phone numbers

-Address: You can select to include a Primary and/or Alternate Address

To add an additional address click the "Add Address" button

-Phone Number: Phone numbers are used for text messages. Phone numbers need to be entered as International Code, National Prefix (drop the 0) and then Local Number. For example, 0064 (03) 453 2768 becomes 643 453 2768, or a New Zealand cell phone 0064 0275663 877 becomes 642 756 63877.

You can add multiple phone numbers by clicking the "Add Phone Number". Ensure they are labeled correctly (e.g the mobile is actually the mobile number).

Mobile Phone Number Test: Once you write in your cell phone number, you can click on the "test" button. The system will send a text message to that phone number to verify it is correct. A notification will also appear saying "valid phone number". If it doesn't then try again. It is critical that you add in the correct Phone number as text messages may go to this number regarding confidential information.. so you MUST test it.

Internationalisation... what language will appear on login

You can select what language you the application site to appear. The available languages are:





The entire site will appear in that language apart from the labels for athletes and coaches. These must be set by your site Builder.

Please note that there is now a new "Active" button on the Users account information that indicates whether a User CAN or CANNOT login. Please Tick "Active" to activate their account

An active button has been added to each users account. A user CANNOT login unless they have Active ticked for their account information. This Active button is only visible when viewing the Users account information on the admin tool. The users will not be able to see this on their own account information on the application. If you do NOT activate them then they will not be able to login.

Favourite Events and Sidebar Width

Favourite Events: These are events that you can choose to appear as a separate button at the top of the Home Page, and that event appears at the top of the list in the sidebar, as well as having links to it by the athlete's picture on the sidebar and on the Sidebar that always show. Usually you would select an event that is used daily, but you do not have to select any events.

Sidebar Width is set in pixels.

The default width is about 220-250 pixels. You can make it wider or narrower to fit your needs (see the section in the application help on section width for more details).

YOU MUST CLICK "SAVE" to update you account information

Make any necessary changes and select "Save" to update the users account.

If you click Save and you have an error message, or if you have error messages about e-mail address or invalid usernames please see the next lesson on error messages

Once you click "Save" additional boxes appear for you to add the new user into an existing Role/s and into an existing Group as a coach or into a Group as an athlete

In order for a user to be able to login to the system, they MUST be added to a Role that enables them to enter/view information on the system.

They MUST either be added as a Coach of a group, or as an athlete in a group. See the help sections on Roles and Groups to find out critical information about setting these up. However, if your athletes do not need to login then they will only need to be added to the correct Groups as an Athlete.

Once you have added them to the system, double check their login information is correct by logging in on the system as that user, and then send out their login information and security information now.

For this example we are adding the new user to a group as an athlete (so they will only be able to see their own data) and to an Athlete Role (so they can only access limited forms)

Once you have selected the correct role, click add to Roles

Click on Add Role to add the user to this Role

Add them to the correct groups by searching for the group, clicking it and then clicking "Add to groups as an athlete" (obscured by the drop down)

The example here shows that the athlete has been added to 2 groups.


Joe Cole

Because it is against good security practices to store the password in plain text. We can't view it ourselves either.

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