User Administrator access to Manage Users
If you have ‘User Administrator’ status you will see ‘Manage Users’ in the top-right settings menu, accessed via the cog icon. This allows you to view and create new users for your organisation and define their level of access. You will first see the Manage Users Dashboard, which lists the existing users and contacts set up for your organisation. There is a search box available if you have a long list of users to filter. Against each listed contact/user you will see an ‘EDIT’ link that allows you to adjust their details.
Note that you can view your own permissions/roles in My Profile. This is accessed from the profile icon in the top-right of the page. If you are associated with more than one organisation (eg if you are a consultant filling in the Questionnaire on behalf of multiple companies) you can ‘Change Organisation’ under the same menu.
Add new user
If you want to create a new user for your organisation’s MyAchilles account, click on the ‘Create New Contact’ button. After you have filled out the individual’s details you will see that there are three types of Achilles System Roles available to set.
Use this setting to create details of colleagues referenced in the Questionnaire. They will not have access to the system unless their role is changed and they are sent an invitation. Simply complete the form, select ‘Contact’ Achilles System Role and click ‘Save and Close’. Note that new contacts are automatically created in Manage Users when they are created in the Questionnaire.
These individuals will have access to the system, but without access to Manage Users or Manage Subscriptions. Select ‘User’ Achilles System Role, and then define whether they should have view-only or edit access to the Questionnaire. After filling out details, click ‘Invite’ and an invitation email will be sent.
Follow the same process above but select ‘User Administrator’ system role. These users will be able to access Manage Users and Manage Subscriptions.
The above roles can be adjusted for existing users by clicking on the ‘EDIT’ link to the left of users and contacts in the Manage Users Dashboard. Choose the pen icon.
In addition to these user types, you can designate an Invoice Contact. By default, this will be the individual who completed the on-boarding process for your organization to Achilles; this can be changed in Manage Users. Note that the nominated Invoice Contact must also be either a User or a User Administrator. The user who is allocated this role will be contacted when invoices are outstanding. There can only be one Invoice Contact at a time, and there must always be one.
As with Invoice Contact, there must also be one designated Questionnaire Contact for each organisation. This is different to edit access to the Questionnaire which can be allocated to many users; the Questionnaire Contact will receive email communication from Achilles about data-checking and other Questionnaire-related issues.
The Questionnaire Contact is responsible for ensuring that issues identified during the validation process are corrected. It is critical that Questionnaires are completed and kept up to date; otherwise your organisation will not be visible to Buyers and will fail compliance rules.
Activate, deactivate and dissociate users
When users no longer require access or leave your organisation, you should rescind their access to MyAchilles. Go to the Manage Users Dashboard and click on ‘EDIT’ next to the user in question. To temporarily make a user inactive so that they cannot access your organisation’s data in MyAchilles, click on the Deactivate icon. If you need to reactivate an inactive user, you should click on the same icon.
If you wish to remove a user from your organisation’s list altogether you should use the dissociate icon; a dissociated user will not be able to access your organisation’s data in MyAchilles.