Managing Users

Overview

You can add as many users as needed to work in the platform. When you create a user, you choose their role to establish what permissions they'll have. Additionally, you can add them to a team, which is useful when assigning reviews to groups of users. 

Access users from the Settings menu – open the Organization section, then select Users. Click any user to view and make changes, and use the checkboxes to delete and export users. 

ResidencyCAS Program Portal – Users.png

Video Overview

Creating New Users 

Click the + icon to add a new user, then: 

  1. Enter the user’s name and email address, and select the appropriate role.
  2. If you don't want the user to receive notifications for review assignments (sent daily by default), enable the Opt out of assignment summary emails option.

    ResidencyCAS Program Portal – New User.png
     
  3. Add the user to a team (optional). 
  4. Click Create User – this opens the Portals area.

    ResidencyCAS Program Portal – Portals Toggle.png
     
  5. Use the toggle to enable access to your Program Portal. When you enable access, the status changes to Not Invited. Use the envelope icon to send the user an email invitation.

    ResidencyCAS Program Portal – Portals Toggle Not Invited.png
     
  6. Once the invite is sent, the status changes to Invited.

    ResidencyCAS Program Portal – Portals Toggle Invited.png
     
  7. Once the user accepts the invite, the status changes to Activated. 

    ResidencyCAS Program Portal – Portals Toggle Activated.png

Adding Users to the Interview Portal

Once you’ve added a user to the Program Portal as described above, you can toggle on Interview Portal access and assign the appropriate role. You can also update a user’s role at any time using the pencil icon.

ResidencyCAS Program Portal – Add User to Interview Portal.gif

Removing Users from the Program or Interview Portals

As staff, reviewers, and interviewers change from cycle to cycle, you may need to remove users who are no longer involved in the review or interview process.

Best Practice: instead of deleting a user, deactivate them. Deleting a user can distort past data, since any review forms they completed would be impacted.

To deactivate a user: 

  1. From the Settings menu – open the Organization section, then select Users.
  2. Locate the user you want to deactivate.
  3. Toggle off their portal access.

ResidencyCAS Program Portal – Portals Toggle.png

Once deactivated, the user will no longer be able to log in or access the portal, but their past activity will remain intact for reporting and records.