2021 Changes - Adding a User

Step-by-Step Guide


  1. Click on the "Administration" heading. Click "Users".

  2. Click on the "New User" button.

User

General Details

  • First name / Last name: the user's first and last name

    • Tip: if needing to track job position, you can add it in parenthesis next to the name

  • Email: the user's email address. This is the information they will use to log into the system. If a valid email is not provided, they will not be able to receive password reset notifications or any other communication from the system.

  • Password/Password Confirmation: the initial password the user will use to sign in for the first time. They will be asked to change their password after logging in.

    • At least 8 characters long

    • At least one uppercase and one lowercase letter

    • Include at least 1 number 

    • Include at least 1 special character

Applications

  • Check off the Kids Cafe application.

Core Roles

Role

Summary

Access

Role

Summary

Access

Network Admin

Allows the user to fully manage the network of agencies and all users, programs and settings. 

  • Access to network meal service log

  • Can start/end a meal service while logged into the agency they have access to

  • view/edit/delete the same fields as a Network Manager for ANY meal service as well as the following:

    • Number of meals from previous day

    • Number of meals received

    • Number of Additional Meals Served

    • Do the meals match the planned menu

    • Temperature of meals

    • Temperature of milk

    • Date

    • Time received

    • Started At

    • Ended At

    • Meal Type

    • Meal Style

    • Meal Recording

    • Reason for editing

  • Can add/upload participants in any agency

  • Can view/manage all duplicates while logged into the network level

  • Can manage network and all agency settings (including program types)

  • Can add/edit/remove any agency

  • Can add/edit/remove any user from all agencies

  • Access to lists and exports

Network Manager

Allows a user to manage multiple agencies and their users, assign some permissions and make some other changes. 

  • Access to network meal service log

  • Can start/end a meal service while logged into the agency they have access to

  • view/edit/delete the same fields as an Agency Manager for ANY meal service, as well as the following:

    • Number of meals from previous day

    • Number of meals received

    • Number of Additional Meals Served

    • Do the meals match the planned menu

    • Temperature of meals

    • Temperature of milk

    • Date

    • Time received

    • Started At

    • Ended At

    • Meal Type

    • Meal Style

    • Meal Recording

    • Reason for editing

  • Can add/upload participants in any agency

  • Can view/manage all duplicates while logged into the network level

  • Can manage network and all agency settings (including program types)

  • Can add/edit/remove any agency

  • Can add/edit/remove any user from all agencies

  • Access to exports

Agency Manager

Allows a user to manage users at their location. 

  • Can start/end a meal service at their agency 

  • view/edit the same fields as a General User for ANY meal service at their agency, as well as the following:

    • Eligible Carryover Meals

  • Can add/upload participants to their agency 

  • Can view/manage all duplicates at their agency

  • Can edit agency information (Administration, Organizations)

  • Can add/edit/remove any user from their agency

Reporter

Allows the user to access the report system.

  • This includes all reports by default

Messenger

Allows the user to send messages in the system. 



Click on "Save & Next".

Assigned Organizations

  • Select the Active option under the Active column to have access to that organization.

Click on "Save & Next".

Additional Permissions

Role

Summary

Access

Role

Summary

Access

Data Entry



  • Can start/end a meal service at their agency 

  • view/edit the following fields for ANY meal service at their agency

    • Number of additional children requesting a meal after all available meals were served

    • Damaged Meals

    • Number of Additional Meals Served

    • Comments

  • Can add/upload participants to their agency 


Click on "Save & Next".

User Preferences

  • Preferred site theme: set to Default. We also have a High Contrast option for users with visibility difficulties

  • Preferred Time zone: inherited by your organization's time zone

  • Preferred Time Format: you can set the entire site to show in 12h mode or 24h (military) mode

Save your changes.