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4. Create and edit users

 Create and edit users
=====================

Updated 1 week ago · 6 min read

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### How to create, edit and delete users

To manage your Civio Engage users, use the People tab on the Top-level menu.

![The Users list under People on the All users tab, showing each person's email, access level, roles, teams and when they were last active.](https://engage.knowledge.civ.io/storage/PYTgxWLpdK53NnQze6pMAbNLN6Dc8iTi6X5Ugdrf.png)

The **Users** list shows everyone registered with your Civio Engage website. Use the tabs above the list to switch between **All users**, **Public members**, **Content managers** and **Team members** (the Team members tab appears when teams are enabled). Each row shows the person's **Access** (**SITE-WIDE**, **TEAM** or **PUBLIC**), their **Roles**, their **Teams** and when they were **Last active**. The **Public members** tab shows **Registered** and **Last active** instead. You can search by name or email, and add new users. Use **Columns** to show answers to your custom fields, and **Filters** to find users by their answer (choose **Question**, then the field).

*Note: You may not have permission to add, remove, or view users. To query your permissions status contact your Civio Engage administrator.*

Creating a new user
-------------------

When adding a new user, you must assign an appropriate system role to that user.

A system role is a role with application-wide permissions, such as permission to access the dashboard. It is not specific to a team or project.

For more on the available system roles, see [User roles](/articles/9176861358095-User-roles).

To create a new user:

1. Log in to your Civio Engage website.
2. In the top right of your screen, click your username, then Dashboard.
3. In the left-hand menu, click **People**. This takes you to the **All users** window.
4. Click the round **+** button at the top right of the screen.
5. Provide a display name. The recommended format is Firstname.Lastname.
6. Provide a unique email address.
7. Leave **Account active** ticked so the person can log in once they have set a password. Untick it to create the account inactive and activate it later (see Deactivate and reactivate a user, below). This tickbox only appears if you have permission to manage account activation.
8. Assign a system role to the user. This grants the user application-wide permissions. Make sure you assign the right role for this user's required level of access. Never assign a user more access than is required for their role.
9. Fill in any **Custom fields** your site uses. See [Customise the sign-up form](/articles/custom-user-fields).
10. Select a Team and Team role, if applicable.
11. Click **Save** to confirm changes.

#### With SRM

Sites with SRM have two extra system roles, **Stakeholder Manager** and **Stakeholder Viewer**. Tick either one here to give the user access to stakeholders, organisations, initiatives, interactions and issues, or assign it as a team role to scope them to one team's records. See [SRM Roles](/articles/srm-roles).

![The create-user form with the Account active tickbox highlighted under Email, followed by the Groups field, the system roles and the Teams panel.](https://engage.knowledge.civ.io/storage/hSHynajPyD3khpyzpz1TfLbsFEzAobcT8oORTEn8.png)

Once you have created an account for a new user, they receive an email from your site with the subject *(your site name) account activated*. It tells them an administrator has activated an account for them and has a **Set a password** button. After they set a password, they can access their account via the Login button at the top of your Civio Engage website. If you created the account with **Account active** unticked, this email is not sent until you activate the account.

For more on logging in as a new user, see [Login to your site](/articles/9176717158031-Login-to-your-site).

Edit a user
-----------

You can assign users different roles and permissions at any time.

To edit a user:

1. Log in to your Civio Engage website.
2. In the top right of your screen, click your username, then Dashboard.
3. In the left-hand menu, click **People**. This takes you to the **All users** window.
4. Select the user you want to edit, then click the **Edit** tab.
5. Update the user's details or change their roles, team and team role, and projects.
6. **Save** your changes.

![A user's Edit tab with the Account active tickbox highlighted under Email, and the Groups field and system role checkboxes below it.](https://engage.knowledge.civ.io/storage/BYN9qha6rkrLC1YMwFTVlsSkv4jdQTxxCQ6eKIer.png)

Delete a user
-------------

*Important: deleting a user from your Civio Engage website will lose all their associated roles and permissions, and cannot be undone. If someone has left your organisation, deactivate their account instead (see Deactivate and reactivate a user, below).*

To delete a user:

1. Log in to your Civio Engage website.
2. In the top right of your screen, click your username, then Dashboard.
3. In the left-hand menu, click **People**. This takes you to the All users window.
4. Select the user you want to delete.
5. Click on the **Delete** tab.
6. A prompt will warn you that this action cannot be undone. **Click Yes, Delete** this user to proceed.
7. The user is now deleted.

![The delete confirmation dialog for a user, warning that the action cannot be undone.](https://engage.knowledge.civ.io/storage/M1t0htuoB3xxpyzEqgOWvsxnuP4OS3DxBjZcKrEh.png)

View a user
-----------

Open a user from the **Users** list and click the **View** tab to see a summary of what they can access. The **Access** card shows their email, their platform roles, any user groups they belong to, and their team memberships with their role in each team. The **Account** card shows when they registered and were last active, whether their email is verified, whether two-factor authentication is on, and their account status (**Active** or **Deactivated**).

![A content manager's View tab, with the Access and Account cards on the left and the Impersonate user card on the right.](https://engage.knowledge.civ.io/storage/F81i35y9dQwXBW85A5svTbFssq0KHD8hRdtk5hPi.png)

If you have permission, the **Impersonate user** card lets you act as that person to see exactly what they can access. Click **Impersonate** followed by their name.

Add several people to a team or user group
------------------------------------------

You can add many users at once from the **Users** list.

![The Users list with three rows ticked and the bulk bar open above the table, with Add to group and Add to team highlighted beside Delete.](https://engage.knowledge.civ.io/storage/Gzqgxy6osNVnNqlxjf0vFnk1sJiGXcVPV1HFdmiS.png)

1. Tick the box beside each person you want to include. To include everyone matching your current search and filters, click **Select all** results.
2. Click **Add to team** or **Add to group** in the bar that appears above the list.
3. For **Add to team**, choose the **Team** and the **Role in this team**. Everyone selected is given that role in that team, and keeps any other roles they already hold in it.
4. For **Add to group**, choose one or more **Groups**.
5. Confirm. Anyone who cannot be added is skipped, and the confirmation message tells you how many.

Public members cannot join teams, so **Add to team** is not offered on the **Public members** tab. Any user, staff or public, can be added to a user group. To create the groups first, see [Managing user groups](/articles/managing-user-groups).

Deactivate and reactivate a user
--------------------------------

Deactivating an account stops someone using it without deleting anything. The person keeps their authored content and their history on the site, but:

- they cannot log in, and are signed out on their next action
- they receive no notifications
- they no longer appear when you pick users, for example when adding team members or choosing who owns a task
- you cannot impersonate them

To deactivate a user:

1. Open the user and click the **Edit** tab.
2. Untick **Account active**.
3. Click **Save**.

To reactivate them, tick **Account active** again and save, or click **Reactivate** in the **Reactivate account** card on the user's **View** tab. You cannot deactivate your own account, and the tickbox only appears for people with permission to manage account activation.

To find deactivated users, open **Filters** on the Users list and set **Status** to **Deactivated**. A deactivated person who tries to log in with the right password sees a message telling them their account has been deactivated and to contact an administrator.

Deactivation is not the same as an account lockout. A lockout is temporary and happens automatically after repeated failed log-ins. It clears by itself, or you can click **Unlock** on the user's **View** tab.

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