Overview
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. Note that you can change the language you want to view the platform in here. 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 different levels of access and contact types available to set.
- User: 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.
- User Administrator: Follow the same process above but select ‘User Administrator’ system role. These users will be able to access Manage Users and Manage Subscriptions.
- Invoice Contact: Under Person role, you can designate an Invoice Contact. By default, this will be the individual who completed the on-boarding process for your organization to Achilles. 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.
- Questionnaire Contact: There must 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.
- User access to the Questionnaire: Use these check boxes to control whether the individual can update or merely view the Questionnaire.
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.