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Step 7 — Opening accounts, choosing roles, letting people in

How to create user accounts, choose the roles, set up e-mail, and what an employee finds at their very first sign-in to the space.

In short. Opening the accounts is the moment the space becomes the team's. In Administration then Accounts & rights, each account is linked to a person's record and is given at least one role. The temporary password is replaced by the person at their first sign-in, which continues with a guided start in five steps.

Until now, you have been alone in the space. Opening the accounts is the moment it becomes the team's space. Do it after assigning the tasks (step 4): that is what makes everyone's first sign-in useful.

Accounts & rights: the “Open an account” button.
Accounts & rights: the “Open an account” button.

1. Open an account

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Administration › Accounts & rights, Open an account button.
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1 Search for the person in the workforce and select them: their name, attachment and position fill in automatically, and the account is linked to their record (their mastery levels, their tests, their space).
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Check 2 the first and last name, choose 3 the login username (for example k.benali), 4 the work e-mail address, 5 the attachment and 6 the position.
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7 Leave the password blank: the system generates a temporary one. The person will replace it at their first sign-in, and from then on you will no longer know it.
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8 Tick at least one role (see the table below), then 9 Create the account. The temporary password is displayed only once: write it down or hand it over straight away.
“Open an account”: the linked record, the identity, the username, the attachment, the temporary password, the roles, then “Create the account”.
“Open an account”: the linked record, the identity, the username, the attachment, the temporary password, the roles, then “Create the account”.
Even quicker. From a person's record (step 2), the Open their access button opens their account in one click. And the file import can open the accounts of an entire department in one go.

2. Which role for whom

RoleWhat it gives access to
Employeetheir own record, tasks and tests, the knowledge base, the academy, the expertise center
Managerin addition: their team, the assessments within their scope, the opinion before the committee
Validation committee memberapproving or rejecting submitted entries
Knowledge Managerthe entire map, the repository, campaigns, knowledge configuration
Executive · Subsidiary executivethe decision board and the reports for their scope
Local administratorthe administration of their site: accounts, org chart, HR data
The narrowest role that does the job. A role can be widened in one click; narrowing it is hard once people are used to seeing things. An account with no role at all can sign in but cannot do anything: the screen warns you before the account is created.

3. A custom role

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Same page, Create a role block: 1 its name (“Responsable formation”, i.e. training manager), 2 Create.
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Then tick its rights one by one: each box states in plain words what it gives access to. Use duplicate to start from an existing role.
“Create a role”: its name, then “Create”; its rights are then ticked one by one.
“Create a role”: its name, then “Create”; its rights are then ticked one by one.

4. E-mail (optional)

Without e-mail, you hand over the access details yourself: that is the default behaviour, and it is safe. For the system to send out access details and test summons, go to Administration › Messaging:

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1 Confirm that the mail server belongs to your organization, then enter 2 its address (SMTP), 3 its port, 4 the sender address and 5 the ERP address your employees will see.
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6 Tick the activation box, 7 save, then send a test message to yourself.
The organization's e-mail settings: server, port, sender, ERP address, activation, saving.
The organization's e-mail settings: server, port, sender, ERP address, activation, saving.

5. An employee's first sign-in

The person signs in with their username and temporary password: the system first makes them choose a new one.

An employee's first sign-in: the temporary password must be replaced.
An employee's first sign-in: the temporary password must be replaced.

They type the temporary password in Current password 1, the new one in New password 2 — the rules shown underneath turn green one by one —, repeat it in Confirm the new password 3, then click Confirm my new password 4. Until this is done, no other screen opens.

They then land on their Guided start, in five steps: securing their account, uploading their CV, confirming their attachments, saying who they call when they are stuck, and taking their first test. The CV feeds the pool of untapped knowledge; the questionnaire maps the real network of mutual help.

Karim signs in. He changes his password, uploads his CV, confirms his two tasks, and answers that when a press will not restart, Awa is the one he calls. The map already knew it; the network confirms it.
Later: the organization's directory. Administration › Directory & two-factor sign-in connects your directory (LDAP / Active Directory, or an identity provider) for single sign-on, and can enforce two-factor authentication if needed. Optional on day one, recommended within the first month.
The moment the team comes in.Everyone finds their record, their tasks and their tests, and says who they call when they are stuck — which maps the real network of mutual help. Try it with a few colleagues: 14 days, no card. Start a free 14-day trial (no card needed) or request a demo.

See also: Step 2 — Positions, then people: by hand or from a file · Step 4 — Processes and tasks: what makes a knowledge item relevant · Step 8 — The validation circuit: who approves what gets written · Internal expert network: find who knows · How to build a knowledge management system from scratch

Frequently asked questions

How do you create user accounts and choose their roles?

Administration then Accounts & rights, “Open an account”: choose the person in the workforce, leave the password blank so a temporary one is generated, and tick at least one role. An account with no role can sign in but cannot do anything.

Do you need a mail server to hand out the access details?

No. Without e-mail you hand over the access details yourself, and that is the default behaviour. Administration then Messaging then lets the system send access details and test summons.

What does an employee see at their first sign-in?

They first have to choose a new password, then they land on their Guided start in five steps: securing their account, uploading their CV, confirming their attachments, saying who they call when they are stuck, and taking their first test.

Docs

Introduction

Getting started

The product

Security & hosting

Running the system day to day

Setting up, screen by screen (half a day)

Answers

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