Setting Up Admin & Managing Users

Admins add people in Admin › Users, either one at a time or in bulk. Each user needs a role and, for officer roles, an area. They get a branded welcome email with a link to set their own password.

Your first admin account

Lluminate creates the first admin accounts when your workspace is installed. You'll get a welcome email.

1. Click Set your password in the email. The link lasts three days.
2. Set up two-factor authentication: install an authenticator app, scan the QR code, enter the code and save your recovery codes.
3. Change your password on the page that follows: at least 12 characters, upper and lower case, a number and a symbol.
4. You land on Home, where a setup checklist shows what to do next.

Add at least one more admin straight away (using Add one user below, with the Admin box ticked) so you're never the only person who can manage the workspace.

Add one user

1. Go to Admin › Users › New user.
2. Enter their name and email.
3. Use to toggle to decide if they receive a Welcome Email or not.
4. Tick whatever box is applicable. You can choose from Super Admin, Admin, National, Region, District, Employer or Branch.
5. Click on the +Create User button located at the bottom right.

The user appears in the list with their role and area. If the welcome email was selected, the new user will receive the email which contains a set-password link (never a password).

Before adding officers: get your area codes

Go to Admin › Users › Import and download the area codes file. It lists the code for every region, district, branch and employer. You'll need them for bulk imports, and they help you check you're choosing the right area.

Import many users

1. Go to Admin › Users › Import.
2. Choose to drag and drop or select the CSV file to upload details, or simply paste the addresses in the box provided.
3. What goes in each column goes through what information is required and what is optional as well as indicating what access each level has.
4. Upload the file. You get a result for each row, with line numbers and reasons for any that failed (such as a bad email or an unknown area code). Good rows are created and emailed straight away.
5. You can pick a default role.
6. You can toggle on or off to choose if new users receive the Welcome Email.

Quick import: you can also paste a list of email addresses and tick a default role. If the role needs an area, pick it before importing.

Change or remove a user

• Open the user to change their role or area. Changes take effect the next time they load a page and are recorded in the audit log with before and after values.
• Resend invite sends a fresh welcome email immediately. Use it when someone hasn't set their password yet.
• Remove users from the list's menu. Removed users can be restored.

Rules

• You can't give anyone a role higher than your own.
• You can't change your own roles. 
• Every user needs at least one role.
• A Region, District or Branch user saved without an area can sign in but sees zeros until you set one.
• Every admin gets a security alert when a user is created or removed, or their access changes.

Finding people

The Users list has search, a role filter, sorting and page size. Filtering by an email domain is a quick way to find and remove test accounts.

Troubleshooting users