Creating & Managing an Admin User Account

Modified on Fri, 17 May 2024 at 09:25 AM

This article is about creating and managing admin user accounts within a company. Only company administrators can view and use this module.

You can use this module to:

Creating a New User Account

To create or manage an account:

  1. Go to the Settings section of the admin

  2. Go to the Admin Account module

On this page, you'll see a table with all admin users in your company listed in rows; columns show the admin user name, date of account creation, email address associated with the account, date of last activity, and options to either deactivate the account or send an invite. 

To create a new account, select the "Create New Account" button above the table.


On the account creation page, fill in the profile details for the account you want to create: 



  1. First name of user

  2. Last name of user

  3. Email address of user

  4. Time zone user is in (Note: this initially defaults to the time-zone of the account-creator)

  5. Business role (optional)

  6. Notes (optional)

Assign Permission Sets and Roles

There are two defining factors that determine the admin's access within the company:

  1. Permission-Set: The portal and portal-groups that the admin has role-related access to (you can choose one or more portals or the company, and one or all groups per portal).

  2. Roles: The role or roles applied to the admin account.

Here is the three-step example of applying the permission-set and roles for an admin:




  1. In this section, choose the portal and group that you are assigning this admin user to have access to. You can also choose "All portals." If you have multiple portals you want to give the user access to—but you don't want to give them access to all company portals—you can repeat this three step process for each portal.

  2. Choose the roles you want to give the admin user. Note that the View Member, Manage Member, and Coach roles require that your company has PII and PHI enabled.

  3. All account profiles must have an expiration date on which the admin access for this user will end. Dates entered must be in the future. You can enter dates using a keyboard or by selecting a date using the calendar function.

After entering an expiration date, you can select the "CREATE ACCOUNT" button.

What Do the Roles Mean?

Assigning an admin user's roles defines their access to admin features and functionality. 

Special Permissions (PII and PHI): Determine whether the admin will be assigned special permissions for viewing Personally Identifiable Information (PII) and/or Protected Health Information (PHI). These special permissions can only be assigned to an admin if they are enabled on a company level. 

Learn more about admin roles and permissions


Activating the New Account

When a new user account is created, the new user will receive an invitation email with a link to a password creation page. The user can create and confirm a password (confirmation simply requires a re-entry of the chosen password) on the page provided by the link.

If the link does not open upon clicking, copy and paste it directly into the address bar of the browser and hit Enter. Note that, for protective purposes, the link expires seven days after it is sent. 

Passwords must contain the following:

  • At least eight characters

  • At least one lowercase letter

  • At least one uppercase letter

  • At least one number

Managing & Modifying an Existing Account

Account Management Screen

After going to the Settings section and selecting the Admin Account Management module, you see the account management screen. Beneath the "CREATE NEW ACCOUNT" button, there is a table that lists all previously created admin users:



  1. Name of the admin user 

  2. Date of the account's creation

  3. E-mail address of the admin user

  4. Date of the most recent admin activity for the user

  5. Quick option to change the state of the account (Depending on the current state of the account, you can click to reactivate, deactivate, or resend an invitation. If the account has expired, it will be noted here).

  6. Enter the account as the admin user.

Click on account you want to edit or update and you will be directed to the edit page. This page contains the profile details related to the account.

Editable profile details include:

  • First and last name

  • Email address

  • Time-zone

  • Business role

  • Notes

  • Admin role or roles

  • Special permissions

  • Expiration date of the account

  • Account may be disabled or deleted

After making changes, click the "Save Changes" button.

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