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User management
===============

Updated 2 months ago

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   Use the **People** tab to manage all of your Civio Engage users.

![image - 2024-03-11T132226.668.png](/storage/articles/9493377580687.png)

The people overview screen shows you everyone who currently has a registered account with your Civio Engage website. You can see data about registrations, and add new users.

*Note: you may not have permission to add, remove, or view users. If this seems incorrect, check with your Civio Engage administrator.*

Difference between participant and internal users
-------------------------------------------------

**Participant**Participant is a citizen, and end-user, that is usually registered via the front end and can interact with the site such as creating ideas, discussions and comments.**Internal user**Internal users are users who have access to the backend dashboard and can perform administration tasks based on their role.![image - 2024-03-11T132150.472.png](/storage/articles/9493377580815.png)

Click on **People** in the top-level menu, and select **Participants** in the left-hand menu to view a list of all participants who have registered to contribute to your Civio Engage website.

Click on a user to see more information about them, including when their account was created, when they last logged in, total number of logins, and their assigned roles and groups.

Participant registration
------------------------

Users can **create an account** via the **Register** button at the top of your Civio Engage website. This will make them a participant, and provide limited access to contribute, and will not grant access to your Civio Engage configuration tools.

![image - 2024-03-11T132128.727.png](/storage/articles/9493390830735.png)

When a public user creates an account via the **Register** button, they will receive a confirmation email to finalise the registration process. Internal users with the adequate permissions will be able to see when the account was created and whether that account has been verified via email by:

1. Log in via your Civio Engage website.
2. In the top right of your screen, click your **username**, then **Dashboard**.
3. In the top-level menu, click **People**. This takes you to the **People Overview** screen.
4. Click **Participants** in the left-hand navigation.
5. In the participant list, click on the name of the participant you would like to see this information for.

Once a user has created an account, they can **access their account** via the Login button at the top of your Civio Engage website. When a user needs to reset **their password**, they need to click the Login button at the top right of the website, and click the Forgot your password link.

To change a user from a participant to an internal user, refer to the **Edit a user** section below.

Internal users
--------------

![image - 2024-03-11T132044.646.png](/storage/articles/9493377581455.png)

Click on **People** in the top-level menu, and select **Internal users** in the left-hand menu to view a list of all your internal users who have permission to contribute content and configuration to your Civio Engage website.

Click on a user to see more information about them, including when their account was created, when they last logged in, total number of logins, and their assigned roles and groups.

Add a new user
--------------

To add a new user:

1. Log in via your Civio Engage website.
2. In the top right of your screen, click your **username**, then **Dashboard**.
3. In the top-level menu, click **People**. This takes you to the **People Overview** screen.
4. To the right of the screen, click **Add user**.
5. Provide a display name. The recommended format is Firstname.Lastname
6. Provide a unique email address.
7. Tick **Account active?** to make sure the user can perform actions while on the website.
8. Assign the appropriate **system roles** to the user. This is important, as it grants the user system-wide permissions. Make sure you assign the right role for this user's required level of access. Never assign a user more access than is required for their role.
9. Assign one or more **department teams** to the user, if appropriate.
10. Assign one or more **campaign teams** to the user, if appropriate.
11. Assign one or more **projects** to the user, if appropriate.
12. When you're finished, click **Save**.

*Note: When you create a new user (either participant or internal user), that user will not be sent a login invite, neither will a password be created for this user. In order for this new user to login, they need to go to your Civio Engage website, click Log in and use the 'Forgot password' link in combination with the email address the new account was created for. Once the new user has set up a new password, they will be able to access their account through the Log in button on the Civio Engage website. For more information, see this article on [Logging in](/articles/9493360222863-Logging-in).*

User account activation/deactivation
------------------------------------

Deactivating a user account will log the user out of the system, and prevent that user from logging into the system.

To activate or deactivate a user account:

1. Log in via your Civio Engage website.
2. In the top right of your screen, click your **username**, then **Dashboard**.
3. In the top-level menu, click **People**. This takes you to the **People Overview** screen.
4. Depending on which type of user account you would like to activate/de-activate, either click **Participants** or **Internal users**.
5. In the user list, click the name of the user you would like to activate or de-activate. You will land on the **Edit** page\*\*.\*\*
6. Tick or untick **Account active?** to activate or de-activate the user account.
7. When you're finished, click **Save**.

![image - 2024-03-11T132019.128.png](/storage/articles/9493390830991.png)

Automated user deactivation
---------------------------

*Note: Activating or configuring automated user deactivation can only be done by Super administrators.*

Super administrators have the option to automatically deactivate internal user accounts when a user has not been logged in for a certain period of time. Super administrators can chose on of the following periods for deactivating internal users: Never, 1 month, 3 months, 6 months, and 12 months.

To activate or configure automated user deactivation after a certain period of time:

1. Log in via your Civio Engage website.
2. In the top right of your screen, click your **username**, then **Dashboard**.
3. Click the gear icon to access the system **Settings.**
4. When clicking **User** in the left-hand sidebar, a **Deactivate users after a period inactivity** field with a drop-down list will appear.
5. To update the period of time after users should be automatically deactivated, click the drop-down list, and select your preferred period.
6. When you're finished, click **Save**.

![image - 2024-03-11T131935.148.png](/storage/articles/9493377582095.png)

To reactivate an internal user account that has been automatically deactivated, follow the steps in the above 'User account activation/deactivation' section.

Edit a user
-----------

You can change the active status of a user or assign them different roles and permissions at any time.

To edit a user:

1. Log in via your Civio Engage website.
2. In the top right of your screen, click your **username**, then **Dashboard**.
3. In the top-level menu, click **People**. This takes you to the **People Overview** screen.
4. In the left-hand menu, select either **Participants** to see users that are members of the public, or **Internal users** to see internal Civio Engage users. This will show a list of that type of user.
5. Select the user you want to edit.
6. You're now in the user overview, where you can update any of their details or change their roles, teams, and projects.
7. When you're finished, click **Save**.

Delete a user
-------------

*Important: deleting a user from your Civio Engage website will lose all their associated roles and permissions, and cannot be undone.*

To delete a user:

1. Log in via your Civio Engage website.
2. In the top right of your screen, click your **username**, then **Dashboard**.
3. In the top-level menu, click **People**. This takes you to the **People Overview** screen.
4. In the left-hand menu, select either **Participants** to see users that are members of the public, or **Internal users** to see internal Civio Engage users. This will show a list of that type of user.
5. Select the user you want to delete.
6. On the right hand side of the screen, towards the bottom, click the **Delete** button.
7. You'll be prompted with a warning that this cannot be undone. Click **OK** to proceed.
8. The user is now deleted.

![image - 2024-03-11T131905.499.png](/storage/articles/9493390831247.png)

Team and project assignment
---------------------------

When a user gets assigned to a team or a project, they are granted an additional layer of permissions.

Assigning a user to a team will provide that user access to all projects that are associated with this team (project team or campaign). Within this team, that user will have the same role and permissions for all projects owned by this team.

When assigned a project role, the user gets access to that specific project and will be able to perform actions within this project based on their assigned project role.

A user can be assigned roles in different teams and projects at the same time.

In case a user can access a particular project through both a team and project role, the highest level of permissions determines which actions the user can perform within this project. For instance, a project manager in a project will have greater abilities than an author in a team.

Managing Roles
--------------

*Note: Civio Engage roles and permissions can be managed by Superadmins only.*

For more information on [managing user roles](/articles/9493366880015-User-roles).

![046e8e3a-98f6-4d91-992d-6e8cf530d9df.png](/storage/articles/9493390831503.png)

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